University departments are encouraged, when possible and appropriate, to use all available electronic technologies that increase efficiency, reduce expenses or improve the methods to process, handle, retrieve, transmit and retain University records and information.
Electronic records must be retained and disposed of in accordance with the University's certified Record Retention Schedule UTEPRRS (07/01/2012). All official correspondence and business records are subject to the record retention policy whether in electronic or other tangible form. Preliminary drafts of letters, memos, spreadsheets, and transitory e-mails are normally not considered official records and do not need to be retained.
Electronic Imaging is the capture and storage of electronic images of documents that will ensure the preservation and integrity of the information recorded on the documents.
The Electronic record is an acceptable medium only in Application Extender after appropriate indexing is completed and tested.
After electronic records are certified by IT to comply with this policy, the associated paper records are no longer the official record; the electronic record becomes the official record. IT is responsible for certifying the conversion using the attached form. After certification, the associated paper records may be destroyed at will.
After the retention period for electronic records is met, IT will notify the record owner for final clearance, and the Records Management Official will authorize before the electronic record is destroyed.
The following words and terms, when used in these sections, shall have the following meanings, unless the context clearly indicates otherwise. Terms not defined in these sections shall have the meaanings defined in the Government Code, §441.180.
The rules apply to ALL electronic state records; regardless of the retention period.
Electronic State Record-Information that meets the definition of a state record in the Government Code, S441.180, and is maintained in electronic format for computer processing, including the product of computer processing of the information.
Ensure that an electronic state record and any software, hardware and documentation, including maintenance documentation, required to retrieve and read the electronic state record are retained as long as the approved retention period for the record and disposed of in accordance with the University certified Record Retention Schedule.
State laws required the retention of transmission data also known as metadata-the data describing context, content, and structure of records-to establish the authenticity and integrity of the record. Data to retain must include, but not limited to:
Note: State law regarding electronic records requires that electronic records be individually identifiable and retrievable for the entire retention period.
Backup tapes cannot be considered a method of retaining e-mail records.
Any electronic mail system developed or acquired by a state agency, after the effective date of these sections, must meet the following requirements.
Electronic Mail Record-An electronic state record sent or received in the form of a message on an electronic mail system of a state agency, including any attachments transmitted with the message.
All University official correspondence and business records are subject to the record retention policy whether in electronic or other tangible form. Preliminary drafts of letters, memos, spreadsheets, and transitory e-mails are normally not considered official state records therefore do not need to be retained.
UTEP Records Management recommend all University departments, when possible and pertinent, to use all available electronic technologies that increase efficiency, cost effectiveness or improve the methods to process, handle, retrieve, transmit and retain University records and information.
Incoming/outgoing and internal correspondence pertaining to the formulation, planning, implementation, interpretation, modification, or redefinition of the programs, services, or projects of an agency and the administrative regulations, policies, and procedures that govern them.
The administrative correspondence of the president and vice-presidents of the university is subject to archival review.
Retention Period: Three years.
Non-administrative incoming/outgoing and internal correspondence, in any media, pertaining to or arising from the routine operations of the policies, programs, services, or projects of an agency.
Retention Period: One year.
Correspondence that would not be classified as general or administrative, and odes not pertain to case or project files or other record series listed in the UTEPRRS may be categorized as transitory. This would include announcements and memos nonbusiness-related staff events, personal e-mails, unsolicited advertisements, and information announcements (the department/person sending the information announcement should keep one copy). See UTEPRRS for more information about transitory information.
Retention Period: AC-(after closed) after the purpose has been fulfilled.
No Disposal Request is required to dispose of transitory records.
Note: Routinely delete or remove transitory e-mails as soon as they have served their purpose. Be able to demonstrate timely and consistent management and disposition of transitory e-mails.
Correspondence that pertains to another record series should be filed with and retained for the same retention period as that series. For example, correspondence about a particular building project would be filed with other documentation about the project under CAP03 UTEP Building Project Files and retained for the full 10 years after the completion of the project (AC + 10) retention requirement. Other examples include litigation files, complaint files, and other record series that frequently include collaboration and correspondence.
CAUTION: An e-mail record may not be destroyed, even it is has met retention requirements, when an action has been initiated or is anticipated against it. Actions may include audits, litigation, public information requests, or administrative reviews. Records must be retained until the resolution of the action and all issues arising from it.
E-mails categorized as ALL230 UTEPRRS-Transitory Records do not require authorization.
All other e-mails records do require authorization to dispose. E-mail correspondences do not need to be listed separately from correspondence delivered or retained in other media formats on the request form.
After obtaining authorization to dispose of e-mail records: Delete them. Deleted e-mail is retrievable after being deleted from the user mailbox and remains as residual information in the university media and hardware for an indefinite period. State law protects the final disposition of any residual Electronically Stored Information (ESI) through regulation of the way media and hardware are destroyed or reformatted prior to release from state custody.
Database – Database backups are kept for a total of 60 days. The databases contain the index fields for documents scanned and can be restored to a point in time to minimize data loss.
All images are backed up and kept for a total of 60 days (30 days onsite, 30 days offsite). This provides us with the ability to restore documents in the event of data corruption or data loss.
Through the software the database backup is labeled with the server name plus the date. The server names for Application Xtender all begin with the prefix “IMG”. This allows us to identify both the servers along with the backups.
To locate images stored through Xtender, the path can be found by accessing the database. Each application has a table called AE_DLxxx. This is where the image info is stored. (xxx = the APPID of the application. This info can be found in the AE_APPS table).The AE_DLxxx table has a field called PATHID, which corresponds to a record in the AE_PATHS table. The PATH record associated with the PATHID is where the image resides. Anohter way to identify the path of the images is by looking in AppGen under Applications - each application - Paths to see where the current storage path is pointed to.
Jesus (Chuy) MenaENTRPRSE OPS/DOC SUPVRINFORMATION TECHNOLOGY(915) 747-5060
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