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5.03.001.004 - Email Utilization and Retention

Approved: 11/8/2010
Approved By: President's Staff
Category: 5 - FINANCE FACILITIES AND TECHNOLOGY
Section: 03 - COMPUTER AND TECHNICAL RESOURCES
Policy: 001 - Computer and Technical Resources

 

Electronic mail (email) has become an essential tool for accomplishing the College’s day-to-day academic and administrative activities.

 

College Communications and Email

The College email system is an official means of communication for the Community College of Beaver County.  The College will consider faculty, staff, or students to be duly informed and in receipt of notifications and correspondence sent by the College to faculty, staff or student email accounts.

Faculty, staff, and students should frequently access their College assigned email account for official information.  Individuals are responsible for managing their email storage limits so that there is room for new mail to arrive.  The College is not responsible for delivery problems caused by accounts that have exceeded their storage limits.

Faculty, staff, and students who choose to have their email forwarded from their official College email address to another address do so at their own risk.  The college is not responsible for any difficulties that may occur in the proper or timely transmission or access to email forwarded to any other address, and any such problems will not absolve students of their responsibilities.

 

Retention of email

The College email system is a delivery system for electronic communication.  The automated system cannot discern differences between information of limited or transitory value and that of lasting value.  The server is backed-up daily solely for purposes of disaster recovery.  Back-up tapes are retained for a maximum period of three weeks and are overwritten once the retention period has expired.  The email system does not provide nor is it intended to provide the functionality or long-term storage capability required to maintain official records for the College.

Faculty and staff should print copies of important documents and correspondence sent by email to be stored in relevant subject files or save the messages in a stable retrievable electronic format on a long term medium such as a CDR or DVD.  Guidelines and retention plans that provide guidance to determine which documents and correspondence will be retained and for how long are part of College’s records retention policy.