Email Archiving

1.0    Purpose

This policy establishes guidelines for archiving email.

2.0    Revision History

3.0    Persons Affected

3.1    All college employees who use email.

3.2    Anyone who sends or receives an email from the caspercollege.edu email account.

4.0    Policy

The policy of Casper College is to ensure the following.

4.1    The college’s email policy complies with the Wyoming Executive Order 1999-4: Electronic Mail Policy (December 23, 1999) and the Wyoming State Electronic Records Management Guidelines (July 2003).

4.2    The college will retain all employee correspondence sent or received using the caspercollege.edu email address. A message archive system will be used to aid in compliance with the Wyoming Public Records Act (WS 16-4-201:16-4-205).

4.3    The college will retain all email messages in electronic format for a minimum of four years.

4.4    The college makes a reasonable and responsible effort to retain email messages, although data loss may occur due to events outside of the control of the college.

4.5    The college encourages employees to include the following signature line on their emails: Correspondence sent to or from this email address is subject to the Wyoming Public Records Act and may be disclosed to third parties.

5.0    Definitions

5.1    Email Correspondence. This category of correspondence includes electronic email and attachments sent or received from the caspercollege.edu email address. The college does not archive email sent to or from a non-college email address, however, the non-archived email correspondence may still be subject to the Wyoming Open Records Act.

5.2    Message Archive System. This is a centralized electronic storage system that archives email messages.

6.0    Responsibilities

6.1    The Department of Information Technology is responsible for operating and maintaining the message archive system.

6.2    The Director of Information Technology is responsible for ensuring compliance to this policy.

7.0    Procedures

N/A