I am out of the office, returning May 23rd. If you need immediate
attention, please contact Donna Hands, ext. 222

[email address]

Your OPRA is complete.

Cathy Reese

Township Clerk

Township of Warren

46 Mountain Blvd.

Warren, NJ 07059

908-753-8000 ext. 223

www.warrennj.org

IT Protocols for Email maintenance:

Record Series Section Header
Number:   0800-0001 Record:   No     Status:    Active
Title: E-Mail Records (Seven Years Or Less)
This schedule facilitates the management
of E-Mail records of all kinds that
pertain to routine administrative
activities that are not otherwise
classified by their record type. To use
this schedule, agencies must attest that
their E-Mail systems and general
management practices incorporate elements
designed to ensure soundness and
accountability with respect to E-Mail
records maintenance, access and
destruction. Agencies must make these
attestations each time they request
authority, via ARTEMIS, to dispose of
E-Mail in the general schedule category
(Note 1). Attestation elements include:
1. That the agency’s general records
management program ensures that records
with retention periods exceeding seven
(7) years are held for the prescribed
periods of time, in accessible form, in a
records-keeping system(s) that is
separate from the E-Mail system (Notes 2
and 3); 2. That the E-Mail system used by
the agency includes a central storage and
management system for E-Mail that is
separate from copies of E-Mail stored in
the end-users’ email boxes, wherein only
authorized information technology and/or
records management staff control the
disposition of E-Mail records stored in
the centrally-managed system, includes
provisions for administration of
“litigation holds” and wherein individual
end-users cannot delete email records
from the central storage/management
system (Note 2).; 3. That the agency has
adopted acceptable use polices for E-Mail
and internet usage, with supporting
Description: employee training and/or informational
programs; 4. That the agency’s system
possesses security controls that guard
against unauthorized access, use,
modification, dissemination, disclosure
and/or destruction of E-Mail records; and
5. That the agency has back-up/disaster
recovery services in place that allow for
the restoration of E-Mail records
following catastrophic or disruptive
events. Note 1: An agency may dispose of
E-Mail records sooner than the retention
period in this schedule if the planned
disposition action is in accordance with
a specific general records schedule item.
In each disposition request involving
shorter term items, the agency will be
required to attest that the disposition
action includes only the type of record
described in the records schedule item
referenced in the request. For instance,
a request to dispose of E-Mail described
as internal correspondence must include
an attestation that in fact, only E-Mail
records of internal correspondence aged
greater than one year (and no other types
of records) are included in the request.
Note 2: Centrally managed E-Mail vaults
and journals, cloud-based services,
enterprise content management platforms
and/or file shares may be used as
separate records-keeping systems and for
addressing the general requirement for
central storage and management of E-Mail.
Note 3: Use of this General E-Mail
schedule is not permitted if the agency
creates/receives E-Mail messages and/or
associated attachments with retention
periods exceeding seven (7) years and
does not store the items in a separate
records-keeping system.
Group Name: -N/A-
Superseded: -N/A-
Permanent Record: No
Total Retention:  7 Years
Additional Info -N/A-
(Retention): 
Minimum At Agency:  -N/A-
Additional Info -N/A-
(Agency): 
Final Disposition: Destroy
Archival Review
Required: No       Alternate Media
Recommended: No        Audit Verification
Required: No   
Confidential: Public Vital Record:  No
Citations: -N/A-
 

Agency Representative Name: Job Title: Phone: Ext:
-N/A- -N/A- -N/A- -N/A-