Email Record Management: Barry University Record Retention And Disposition Policy

It is important for work-related email to be received and sent through each employee's official University email account for several reasons. Firstly, using official email accounts ensures that communication is secure and confidential. It also helps to maintain a professional image and ensures that employees are using university resources appropriately. Additionally, using official email accounts allows for easier tracking and organization of work-related correspondence. Therefore, it is crucial for employees to use their official University email accounts for work-related communication.

Clearing out copies of "deleted" email messages on a regular basis is important for several reasons. Firstly, it helps to free up storage space in your email account, allowing you to receive new messages without any issues. Secondly, it ensures that sensitive or confidential information contained in deleted emails is permanently removed from your account, reducing the risk of data breaches or unauthorized access. Additionally, regularly clearing out deleted emails helps to maintain a clutter-free inbox and improves overall organization and efficiency in managing your email communications.

Windows Rights Management (RMS) is a feature available in Microsoft Outlook that allows users to secure messages containing confidential or sensitive information. This feature provides encryption and permissions controls to ensure that only authorized individuals can access and view the content of the message. Therefore, the given statement is true.

The answer is true because it is important to limit the inclusion of Personally Identifiable/Health Information (PII/PHI) such as social security numbers in email messages and attachments. This is because email is not always secure and can be intercepted or accessed by unauthorized individuals, putting sensitive information at risk. Limiting the inclusion of PII/PHI helps to protect individuals' personal and health information from being compromised.

Barry University's Records Retention and Disposition Policy covers the use of email. This means that the policy provides guidelines and regulations regarding the storage, retention, and disposal of emails within the university. It ensures that emails are properly managed and retained for a specific period of time as required by legal and regulatory obligations. By including email in their policy, Barry University aims to maintain the integrity and security of their records, including electronic communications.

E-mails can be printed out and filed and saved as paper documents as part of a retention program. This means that organizations can choose to physically print and store emails as hard copies for record-keeping purposes. This practice allows for easier access and retrieval of important information in the future. Therefore, the statement is true.

E-mails can be saved into electronic archive folders, allowing users to store and organize their emails for future reference or retrieval. This feature is commonly available in email clients and allows users to keep their inbox clutter-free while still retaining important emails in a separate folder. Archiving emails also helps in maintaining a record of important conversations or documents, ensuring that they are easily accessible when needed.

University e-mails are considered the property of the University, which means that they can be accessed and used as evidence in a legal process, such as litigation. This is known as "legal discovery," where any relevant information, including e-mails, can be requested and used in a court case. Therefore, it is true that University e-mails are subject to legal discovery in the event of litigation.

Retaining emails by saving them to removable data storage devices is a valid practice. This allows for easy access to emails even if the original device or server is no longer available. It also provides a backup in case of data loss or system failure. Storing emails on removable storage devices ensures their preservation and availability for future reference. Therefore, the statement is true.

Barry University has the ability and the right to view the e-mail of all members. This suggests that the university has the necessary technological capabilities and legal authority to access and monitor the emails of its members. This could be due to policies or agreements that members have consented to, allowing the university to ensure compliance with regulations, protect sensitive information, or investigate any potential misconduct.

When an email is saved in another format, such as being downloaded and saved as a file on a computer, it is no longer necessary to keep the email in an "active" mail folder. This means that once it has been saved in another format, it can be removed from the inbox or any other mail folder without any obligation to retain it. Therefore, the statement that there is no obligation to retain the email in an "active" mail folder is true.

University records should not be kept in email format because emails are not a secure and reliable method of storing sensitive information. Emails can be easily hacked or accidentally deleted, leading to loss or unauthorized access to important records. Additionally, emails may not comply with legal requirements for record retention and may not be easily searchable or organized. It is recommended to use secure and dedicated systems for storing and managing university records.

False. Faculty and employees are not obligated to retain all emails indefinitely. While it is generally recommended to keep important emails for a certain period of time, there are no legal requirements that mandate the indefinite retention of all emails. The retention period may vary depending on the organization's policies and any applicable legal or regulatory requirements.

The correct answer is False. E-mails that discuss the formulation, planning, implementation, interpretation, or modification of a University program, policy, or service should be retained. This is because these e-mails contain important information and decisions regarding the university's operations and may be needed for reference or evidence in the future. Retaining such e-mails ensures transparency, accountability, and effective communication within the university.

It is not okay to exclusively use Gmail or Yahoo mail in place of Barry University email to conduct University business. Using a personal email account for official University business can compromise security, confidentiality, and compliance with institutional policies. Barry University email is specifically provided for conducting University-related activities and ensures proper communication and data protection.