The Email Management Training Series

Do you want to learn about best practices and information on managing emails? The Email Management Training Series is a great tool.

The Ohio Electronic Records Committee provides several virtual training modules on effective strategies for managing electronic records, including our interactive online Email Management Training Series. The training series includes four parts to allow you to focus your training to best fit your needs. The four sections of the training are Email As A Record, Email Clean-up Strategies, Email Filing and Organization, and Microsoft 365 Outlook Email Management. This training was made possible due to grant funding provided by the Ohio Historical Records Advisory Board and the National Historical Publications and Records Commission. Thank you to these organizations for their continued support of the Ohio ERC!
The Email Management Series online training is for use by state and local government officials and employees. The training will take approximately one hour. A Certificate of Completion will be provided for this training series at the end of Part Four.
• Part One: Email As A Record- https://www.screencast.com/t/yVTloreDNJh9
• Part Two: Email Clean-up Strategies-https://www.screencast.com/t/XVhcak84
• Part Three: Email Filing and Organization- https://www.screencast.com/t/FnwCFUlvkDk7
• Part Four: Microsoft 365 Outlook Email Management- https://www.screencast.com/t/3MtU9YtRVmk

National Archives Resources

The National Archives and Records Administration (NARA) has released a bulletin for federal agencies on managing records of collaboration platforms, such as Microsoft 365 and Google Workspace.  Collaboration platforms can include a wide range of tools, such as chat, email, and file sharing and project management features that may have records management and retention implications.   The bulletin shares the records management considerations that agencies should keep in mind when using such a platform.  More information is available at https://records-express.blogs.archives.gov/2023/09/29/new-nara-bulletin-on-collaboration-platforms/.

Another resource offered by NARA is its Electronic Records Accessioning Support Tools.  These tools can assist in preparing records for transfer and include Junk File Finder to identify empty folders and backup files and the Funny Filename Finder, a recently added tool which can identify filenames with invalid characters.  These tools are available at https://github.com/usnationalarchives/Electronic-Records-Accessioning-Support-Tools.

Thinking about digitizing your records?  In October NARA released its Digitization Quality Management Guide to assist agencies with their quality control of digitization projects.  The guide is available at https://www.archives.gov/files/records-mgmt/policy/digitization-quality-mgmt-guide.pdf.  If considering a digitization project also don’t forget about the OhioERC’s document imaging guidance!

User Poll: Does your Organization use Microsoft 365?

The OhioERC would like to hear from you! With the growing use of Microsoft 365 (M365), we would like to find out how many of your agencies have adopted the software/service. There are so many M365 license options, the differences of which greatly impact how records retention and disposition can be applied within the applications. Your answers to these poll questions will help the OhioERC start planning for future guidance and resources.

Please answer the following questions:

Has your agency fully implemented Microsoft 365?
30 votes

Please watch the following video on how to find out which M365 license you have, then answer the following question:

What type of license do you have?
13 votes