电子邮件保留

政策

It is the College’s policy to preserve 电子邮件信息 sent from or received by the college for a period of six (7) years or as required by law.

目的

To implement practices and procedures preserving 电子邮件信息 sent from or received by the College’s email services for litigation discovery, public records request responses, 以及记录管理. 

这项政策适用于谁

This policy applies to all TCC employees and any persons using email within college administrative (non-student) email systems.  Student email accounts in instructional 电子邮件系统不在此列.

参考文献

RCW 42.56公共记录法

定义

〇诉讼中止 A Litigation Hold will direct owners of potentially relevant records to preserve them from destruction or modification.  Any notification of a Litigation Hold will include an explanation of what constitutes a relevant record.

相关的记录 - The definition of a relevant record may be defined by parameters such as beginning and ending dates, sender, receiver, subject line, key words in the message, and/or 其他变量.  The Vice President for Administrative Services or 他们被任命者 as informed by the Discovery or public records request, will include the definition of a relevant record in all litigation hold notices.

电子检索(eDiscovery) - Electronic Discovery refers to any process in which digital data is sought, located, secured, and searched with the intent of using it as evidence in a civil or criminal 法律案件.

过程

文件保存计划:

Upon receiving notification requiring action to preserve digital documents, the Vice President for Administrative Services or 他们被任命者, will involve appropriate staff persons and the College’s Assigned Counsel as needed to develop a Preservation 计划. The plan will include the following:

1. Designation of a coordinator to serve as principle contact for all parties.
2. Identification of the operating units, individuals, and systems that may possess relevant 电子邮件信息
3. Provision of Litigation Hold notices to appropriate individuals
4. Implementation of immediate steps to halt automated, routine practices that have the potential to delete relevant information
5. Implementation of a plan to find, gather and preserve relevant records in their native 格式(包括元数据).

记录保留计划:

The College employs commercially available software that continuously archives all messages sent from or received by the College’s email services.  存档被存储 by the College’s cloud-hosted email provider.  Individual messages not under litigation hold and/or not subject to open public records request are retained for six years.

Discovery and Public Records Requests:

Recipients of a Litigation notice, Discovery request, or a Public Records Request must immediately notify the Vice President for Administrative Services or 他们被任命者.

Any College employee with knowledge of impending litigation or a reasonably anticipated lawsuit must immediately notify the Vice President for Administrative Services or 他们被任命者.

In both cases the College will immediately take steps as described below to preserve and prevent loss of potentially relevant messages.

Duties of Persons Receiving Notice of a Litigation Hold, Discovery Request, or Public 记录要求:

Employees receiving a Litigation Hold, Discovery Request, 或索取公共纪录 notice for documents which may be in the person’s possession or scope of responsibility 必须立即:

1. Discontinue personal practices regarding the destruction of possibly-relevant messages.
2. Disable or cause to be disabled any automated functions such as automatic deletion 的电子邮件.
3. Protect and preserve all messages in their original digital form (including metadata). 
4. Protect and preserve any relevant new information that is generated or received after receipt of a Litigation Hold, Discovery Request, 或索取公共纪录.
5. Follow any other specific instructions in the Litigation Hold, Discovery Request, 或索取公共纪录.

Ending Preservation Responsibilities:

The duties of persons receiving Litigation Hold, Discovery Request, or Public Records Request notices cease when notified in writing by the Document Preservation 计划 coordinator the litigation or the threat of litigation has ended; or the Public Records request 已被撤回或关闭.

The College’s Records Retention Officer will schedule and conduct annual reviews of 这一政策.