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Although I have not written down my policy (another thing for the 'to do' list), it is very clear in my mind.    So here goes:
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 -----
From: [log in to unmask] href="mailto:[log in to unmask]">Sally Hoyler
To: [log in to unmask] href="mailto:[log in to unmask]">[log in to unmask]
Sent: Wednesday, September 29, 2010 10:34 AM
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

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Sally Hoyler
Town Clerk/Treasurer
PO Box 10
Ripton, VT 05766
802-388-2266 ph
802-388-0012 fx