MCCCD Records & Information Management (RIM)
Electronic Communications, Social Networking and Website
| NO. | RECORD SERIES | YR. |
REMARKS | MCCCD-Specific Keywords+ | |
Supersedes schedules dated January 19, 2012 |
|||||
| Email
and Electronic Communication Records* Including electronic mail messages (email), instant messages (IM), text messages, mobile to mobile (M2M) messages, voice-over Internet protocol messages (VoIP) messages and other related records |
|||||
| 1 | Official record (including any content in the actual message and any attachments or links that meet the ARS §41-151.18 definition of a record and is not a duplicate record, transitory or retained elsewhere) | - |
Retain for the same period as required for other formats of the same records series | MEMO, Google mail, Exchange | |
| Examples of common items found in email include the following: | |||||
| a. | General correspondence (including public records requests, forms and other letters; memos; correspondence not on a Records Retention Schedule; and other related records not related to a specific project or case and not executive correspondence) | - |
After administrative or reference value has been served | ||
| b. | Contracts, agreements and leases and related records (including intergovernmental agreements (IGA), mutual/cooperative agreements and Memorandums of Understanding (MOU), but does not include construction contracts (see Facilities/Grounds General Retention Schedule)) | 6 |
After fulfilled, cancelled or revoked | ||
| c. | Leave records (including compassionate leave, donated leave, military leave and other related records | 3 |
After created or received | ||
| d. | Working records (including notes, drafts, feeder reports and other related records used in the development of final or summary records) | - |
After final records created | ||
| e. | Office internal administration records (including non-policy word procedures/manuals, office assignments, work schedules and other related records) | - |
After superseded or obsolete | ||
| 2 | Duplicate/copies of records (non-record office copy, including any content in the actual message and any attachments or links that are substantially a duplicate in nature, with an official copy of the information existing elsewhere) | - |
After reference value has been served but not longer than the official record is kept | ||
| Social
Networking / Web 2.0 Records Including blogs, wikis, Twitter, Facebook and other related applications |
|||||
| 3 | Official records (includes any content on a Web 2.0 application that meets the ARS §41-151.18 definition of a record and is not a duplicate record, transitory or retained elsewhere) | - |
Retain for the same period as required for other formats of the same records series | ||
| Examples of common items found in social media/Web 2.0 records include the following: | |||||
| a. | Transitory materials (of limited reference value, including general postings and comments, general correspondence, walls, feedback and related records) | - |
After administrative or reference value has been served | ||
| b. | Public information records (including press releases, photographs, public service announcements, notices of upcoming events and other related records) | ||||
| i. Historic | Perm |
Preserve pursuant to ARS §39-101 | |||
| ii. Non-historic | - |
After administrative or reference value has been served | |||
| c. | Biographic information (including "about us" and background information) | - |
After superseded or obsolete | ||
| 4 | Duplicate/copies of records (non-record office copy, including any content on a Web 2.0 application that is substantially a duplicate in nature, with a record copy of the information existing elsewhere) | - |
After reference value has been served, but not longer than the official record is kept | ||
| 5 | Format and control records | ||||
| a. | Administrative (including social networking matrix, marketing plan, registration records, CEO/CIO approval records, copyrighted material documentation records, friends/fans lists and related records; for State Agencies, per the Department of Administration/Arizona Strategic Enterprise Technology (ASET) office policy on social networking) | 1 |
After superseded or obsolete | ||
| b. | Technical (including configuration/set-up files, installation and implementation records, design records, program operation, software related, site maps, comprehensive list of URLs referenced and related records) | 1 |
After superseded or obsolete | ||
| c. | Tracking (including site logs and statistical compilations, "hits") | - |
After administrative or reference value has been served | ||
| Website Content Records | |||||
| 6 | Official records (includes any content on a public body's website that meets the ARS §41-151.18 definition of a record and is not a duplicate record, transitory or retained elsewhere) | - |
Retain for the same period as required for other formats of the same records series | ||
| 7 | Duplicate/copies of records (non-record office copy, including any content on a public body's website that is substantially a duplicate in nature, with a record copy of the information existing elsewhere) | - |
After reference value has been served | ||
| 8 | Format and control records (including web application changes) | 3 |
After related website content file, database or application is superseded or obsolete | ||
*Meeting
the requirements of the definition of records per ARS §41-151.18 requires a minimum of the following metadata be retained as long as the message is retained:
Sender and receiver identification must be explicit enough to identify
the individual senders and recipients. If the message only indicates
initials or other abbreviated identifiers (e.g., distribution lists,
grouped addresses, etc.) as senders and/or recipents, then the custodian
must document who were the actual senders and/or recipients of the
message. This metadata must be accessible with the official record.
|
|||||
+The retention schedules are developed by the Arizona State Library, Archives and Public Records; the internal words used by MCCCD may differ than those shown on the schedule. Look for the "type" of item rather than a specific word, i.e., instead of "official function form" consider that it is a form MCCCD uses to support a purchase and review the Finance schedule for the retention period of similar items.
 |