Concur.  We take our cues from the requirements for correspondence retention set forth by the Vermont State Archivist and the Federal Government.  Specifically it is the responsibility of the generator (the actual sender) to determine if an email should be retained.  It is also the responsibility of the generator to file it either electronically or physically in paper file storage.  An email asking for student homework or scheduling a faculty meeting does not meet the criteria for indefinite archiving.   If a person uses our email system as their personal storage cabinet and we are subpoenaed, we will put a legal hold upon receipt on that persons email so nothing can be deleted.  


John Peters

Director of Technology

North Country Supervisory Union

121 Duchess Ave Suite A

Newport, VT 05855

[log in to unmask]


Please note my new mail address and update it to your contacts


From: School Information Technology Discussion [mailto:[log in to unmask]] On Behalf Of Craig Lyndes
Sent: Friday, October 11, 2013 3:07 PM
To: [log in to unmask]
Subject: Re: Google Email archiving


I have seen this topic come up several times in my career.

I like to use "real world" practices as models when I'm looking for sane practices to use with a new technology.  What should happen when a school employee gets a letter that might become involved in litigation?  Most schools would expect the letter to be preserved, maybe a copy put in the folder for the student or something like that.  What if someone just throws it out or intentionally destroys it to hide their wrong doing?  Should the school remove all trash cans and shredders?  Should every piece of paper with correspondence be kept? 

Or if someone throws it out is the problem with the person who makes that decision?  Is it up to the school to make it impossible to throw anything out?

Our SU has a practice of saving any documentation or correspondence that applies to our students and organizations.  To intentionally destroy evidence is not acceptable whether it is electronic or made from processed wood.  We have trashcans and shredders that we spend good money on to allow people to dispose of paper documents that are no longer necessary.  We do not spend good money on technology to archive all electronic messages indefinitely, we have much better things to spend our technology budget on that have a positive effect on our students' learning.

Craig Lyndes


On Fri, Oct 11, 2013 at 9:40 AM, Matthew Allen <[log in to unmask]> wrote:

Mine, too, were trashed long before 30 days ago.


On Fri, Oct 11, 2013 at 6:56 AM, Raymond Ballou <[log in to unmask]> wrote:

nope, but I will try and remember to take another look next month!



Could a message from 2010 have been only added to trash within the past 30 days? 



Matt Allen

Innovation Specialist

St. Albans City School

St. Albans, VT 05478

Twitter: @mrallen5


"Everybody is a genius.  But if you judge a fish by its ability to climb a tree, it will live its whole life believing that it is stupid." Albert Einstein

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