Although I have not written down my policy (another
thing for the 'to do' list), it is very clear in my mind. So
Any record in my custody as Town Clerk may not be
accessed unless I or one of my assistants is in the office. No such record
may leave the office at any time. Period.
I gave up long ago on trying to get other town officers
who are supposed to be filing records with me to do so. Once I get the
records the above policy applies without exception.
As far as my own e-mails go, in the file where I
keep the list of records I have destroyed per disposition orders, I have a note
that states that from time to time I delete routine e-mails from my
computer. If I get an e-mail that I think needs to be kept, I print it out
and keep it in my correspondence folder.
Hope this helps.
----- Original Message -----
Sent: Wednesday, September 29, 2010 10:34
Subject: records management policy
Anyone have a records management policy or ideas about such a
policy to share? I've collected lots of info from the VSARA site which is
useful, but also overwhelming when starting from scratch. I'm feeling the need
to get all town officers on board about how we handle records, paper and
electronic. Of particular concern are how we manage correspondence between
officers and making sure records remain within the office so that they are
properly available as public record. The increasing use of e-mail and folks
taking work home is leaving me feeling out of control of the very thing I'm
responsible for! I figure an overall policy encompassing all records would be
a great tool and help correct any bad practices without singling anyone out.
Thank you! Sally
PO Box 10
Ripton, VT 05766