811 electronic communications 8111 college e mail

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8.1.1Electronic Communications8.1.1.1College e-mail addresses are provided to employees for workpurposes only.Work related e-mail is a College record, and mustbe treated as such.E-mail that does not meet the definition of aCollege record, e.g., personal e-mail or junk e-mail, shall bedeleted from the system. IT Services maintains a back-upschedule. Legal Custodians may file documents in an encryptedelectronic format and store in a secure location, preferably afireproof filing cabinet or container. Printed copies may be retainedaccording to the retention schedule and stored at the warehouse.E-mail messages should be kept with the attachment(s).The
Nicholas RapisardiProject: Document Retention Policy and Litigation Hold Notices02/21/2016printed copy of the e-mail must contain the following headerinformation:8.1.1.1.1Sender8.1.1.1.2Recipient8.1.1.1.3Date and time the message was sent8.1.1.1.4Subject of the message8.1.2Information Technology Service Backup Files8.1.2.1IT Services performs backups on a regular schedule of the emailand electronic files stored on central servers for disaster recovery.These backups are to be used for system restoration purposesonly. Backups are maintained by the department for a period of 90days after which time the backups are erased.8.2Litigation Holds (Pertaining to Electronic Records)8.2.1When litigation against the College or its employees is filed or imminent,the law imposes a duty upon the College to preserve all documents andrecords that pertain to the issue in dispute.As soon as Premier CollegeLegal Counsel, Director, Chief Financial Officer (CFO) or designee isadvised of pending litigation, a hold directive will be issued.The litigationhold directive overrides any records retention schedule that may haveotherwise called for the transfer, disposal, or destruction of the relevantdocuments, until the hold has been cleared by legal counsel, Director orthe CFO.E-mail and computer accounts of terminated employees thathave been placed on a litigation hold will be maintained by IT Servicesuntil the hold is released.No employee who has been formally notified byCollege Legal Counsel of a litigation hold may alter or delete an electronicrecord that falls within the scope of that hold.Violation of a litigation holddirective will subject the individual to disciplinary action, up to andincluding termination, as well as applicable personal liability for civiland/or criminal sanctions by the courts.9.0Responsibilities
Nicholas RapisardiProject: Document Retention Policy and Litigation Hold Notices02/21/20169.1Record Retention Officer9.1.1All employees of Premier College are responsible for managing andmaintaining the records they create in compliance with this policy and therecord management program developed by the College.The CFO ordesignee has ultimate responsibility for the record retention program.

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Term
Summer
Professor
NoProfessor
Tags
Legal documents, Retention period, records, document retention policy, Official Records

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