HomeMy WebLinkAboutDepartment of IT PoliciesCounty of Hawai 'i
Purpose:
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Email Retention Policy
County of Hawai 'i
Email Retention Policy
Effective Date: December 30, 2016 Revised: July 1, 2017 Revised: March 23, 2020--------
The purpose of this policy is to improve the management of limited electronic storage resources on the
County's email servers while maintaining sufficient aging of emails for reference by users. This policy
applies only to all deleted emails centrally stored on the County of Hawai'i's email servers.
Policy:
Deleted emails will be retained on the central County of Hawai'i email servers no longer than 90 days.
Once emails deleted by the user have reached the 90-day retention threshold, the Information Systems
Department will permanently remove them from the County's email server and they can no longer be
retrieved.
Duty to Retain Government Records:
This email retention policy in no way changes the responsibility of departments follow the County's
Paper and Electronic Records Retention Schedule (RRS). If the content of an email message is listed in
the RRS as a record which must be retained for a specified period of time, then a copy of the email must
be retained by the employee who has custody of the record.
Users requiring email storage are encouraged to retain those emails in some location other than the
County's email servers. Examples of more appropriate ways to retain emails include 1) archiving or
saving the email to the user's local computer or network storage, 2) copying the email to a CD or 3)
creating a paper copy.
Approved by:
arry Kim, Mayor
County of Hawai'i
Aaron Chung, Co ncil Chair
County of Hawai'i
Bl Page
County of Hawai 'i
Purpose
Electronic Data Storage Destruction Policy
County of Hawai 't
Electronic Data Storage DestructionPolicy
Effective Date: December 30, 2016 Revised: July 1, 2017 Revised: March 23, 2020--------
The purpose of this document is to set forth a policy and procedure on the proper disposal of electronic
data storage, be it in the form of magnetic floppy, magnetic tape, disk drives or USB sticks.
All electronic media must be destroyed to prevent access to any data on the media. Destruction can be
in the form of crushing or shredding. The Department of Information Technology (DIT) has equipment
designed to crush and destroy electronic media as well as a procedure to document the processing and
destruction. To request assistance, please Contact DIT via email to help@hawaiicounty.gov.
Electronic Media Storage
Hard drives should be removed from PC's and laptops that are being recycled. A log of the system from
which the drive was removed from and the date that the media was destroyed must be maintained.
Upon completion of the crushing of the hard drive, the PC or Laptop can be-removed from inventory and
properly recycled.
Magnetic Media such as Floppy or Tape
This media can be rendered unusable by shredding or by cutting into pieces with scissors or shears .
. USB Devices, Cell Phones, PDAs, etc.
This media should be crushed and disposed of.
Approved by:
Aaron Chung, Council Chair
County of Hawai'i
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