Banner

E-mail and Voice mail policies

All official records as defined by Section 149.011 of the Ohio Revised Code, (paper, microform, electronic, or any other media) will be retained for the minimum periods stated in the Records Retention for Public Colleges and Universities in Ohio: A Manual (Inter-University Council of Ohio, 2009). Information kept on computer disks or tapes, audio tape, video tape, microfilm, microfiche, or just about any other fixed media imaginable is potentially subject to disclosure under the Public Records Act, if it meets the definition of a "record." This includes email. (Note: When an e-mail message does not serve to document the organization, functions, policies, procedures, or other activities of the public office, it is not a "record," even if it was created by public employees on a public office's e-mail system. See: But, cf., State ex rel. Wilson-Simmons v. Lake County Sheriff's Dept., 82 Ohio St.3d 37, 693 N.E.2d 789(1998).

There are four categories to consider in appraising e-mail content:

Non-record messages – personal (non-business) communication, such as lunch plans and meeting reminders

Transitory messages – communication with limited significance, such as discussions on scheduling meetings. (See: Transient Records in the Records Retention Schedule).

Intermediate Messages – communication related to business processes, procedures, policies, decisions, functions, and operations but are only substantial within given time period of significance, such as contract agreements, invoices, and project plans

Permanent messages – communication related to business processes or procedures that are meaningful beyond an established time period, such as policy announcements and mission statements

Non-record and transitory messages can be immediately deleted. Intermediate Messages must be seen in the context that they were created in. Intermediate e-mail messages and their attachments must be retained for the minimum periods stated in Records Retention for Public Colleges and Universities in Ohio: A Manual (Inter-University Council of Ohio, 2009). If the records are permanent historical messages they must be printed and filed with correspondence or corresponding official documents for eventual transfer to the YSU Archives (please see: transfer procedures).

It is recommended that voice mail not be used to conduct university business, especially for sending and receiving intermediate and permanent messages.