The Ohio Electronic Records Committee offers a variety of educational resources and free online training sessions designed specifically for public officials, public agencies, and their staff.
These resources are free, informative, and available anytime. They’re ideal for both new and experienced officials who want to ensure their electronic record strategies align with legal and professional standards.
As the State of Ohio begins its 136th General Assembly of the Ohio Legislature, the Ohio Electronic Records Committee would like to remind newly elected State Legislators of our Email Management Online Training Series. Training courses include Email As A Record; Email Clean-Up Strategies; Email Filing and Organization; and Microsoft 365 Outlook Email Management.
In these online courses, one will learn several things including, that “email itself is not a record series but should be retained based on the content of the message.” If the email serves as a record that “documents the organization, functions, policies, decisions, procedures, operations, or other activities of the office,” [ORC 149.011(G)] then it needs to be retained. Examples of records in email format can include: correspondence, personnel documentation, or project working papers. Often emails have attached documents with them. This training series helps one determine what is necessary to keep (email, email and attachment, or just the attachment) for different circumstances.
The amount of email one receives can be quite overwhelming. The Email Clean-Up and Email Filing and Organization training courses are both helpful and informative and can guide one through this difficult process in an efficient manner. Lastly, many governmental bodies, organizations, and businesses are now switching to Microsoft 365 Outlook Email. Steps for applying retention rules for Microsoft 365 Outlook emails are demonstrated using desktop and web applications in the training program, Microsoft 365 Outlook Email Management.
Please take some time to review these very informative courses. Good luck as you begin your endeavor in email management.
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:
Please watch the following video on how to find out which M365 license you have, then answer the following question: