State of Alaska, Department of Administration, Enterprise Technology Services

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E-mail Archiving FAQs

Frequently Asked Questions

  1. Since I was activated for email archiving, I have been receiving multiple login prompts.
  2. I can’t find archived emails. They have disappeared!
  3. Will auto-delete affect emails in my local .pst file?
  4. I have been classifying emails into folders for years. Do I now need to go through these folders and separately move each email in them into archive folders?
  5. I have projects that last longer than 10 years and need to retain emails for longer than 10 years.
  6. How do I know if I’m set up as an executive or a non-executive?
  7. I archived emails by moving them into the “Archive 7 Years” folder, and now I want to delete them. Can I delete archived emails?
  8. Why do I get a User name / Password prompt?
  9. Do I need to archive both incoming and outgoing record e-mail?
  10. What is Non-record e-mail?
  11. What is the definition of Correspondence? Where do I file it? How long do I keep it?
  12. Will I be notified prior to any of my e-mails being destroyed?
  13. How do I determine the correct retention period for e-mail that relates to case files that must be retained until the case is closed, plus five years?
  14. Are drafts and transitory emails Records?
  15. Situation: An e-mail relating to State business is sent to three people and copied to 20 others? Does everyone need to archive their copy of the e-mail?
  16. Why is Outlook taking a long time to synchronize my folders?
  17. What is the date that the EV retention policy rule goes by when emails are moved into the archive folders?
  18. Is there an optimal way to create sub-folders under the system-provided 1-3-5-7-10-YEAR retention folders?
  19. Which archive folder do I use if my attachments and e-mail have multiple or conflicting retention requirements?
  20. Can users drag their current EAS “Archive-1yr” folders into the new EV "Archive 1 Year" folder without removing the extension?
  21. Will the child folders in an archive folder inherit the parent folders retention rule?
  22. Can I move the default “Archive X Years” folders because I’d rather have them under my Inbox?
  23. Can I delete non-record e-mail and e-mail that is eligible for destruction within 90 days?
  24. How do I restore messages back into Outlook like I used to do with Zantaz?
  25. How do I get authorization for a long-term retention folder?
  26. Who do I contact if I have more questions about e-mail archiving?

 

  1. Since I was activated for email archiving, I have been receiving multiple login prompts.

    Until your department migrates into the enterprise Active Directory (AD), you may get up to 4 login prompts per Outlook session.

    If you are required to login more frequently, because each department is set up differently, contact your department’s IT staff.

    The most common reason a login fails is because of an incorrect user name or password.  If the prompt asks for User Name and Password, enter your user name in the form Domain\User Name:  e.g., SOA\RTKUNIBE. The user name on the EV login must contain the Domain:  soa.  The domain is “soa” even if the window opens with a different default.  Your user name is the same user name that you use to log into email.

    Login Screen

    Also, you might get multiple login prompts if you attempt to follow one of the Web links to the email message.  These Web links assist BlackBerry® and iPhone users who need to access archived messages.

    In the example below, double clicking on “View the original item” will open the message through a Web link.  You may be prompted to provide your user name and password for each message you open in this manner, and you will not have any Outlook tools including forward and reply. 

    If you double click the message summary in the left-hand column (rather than “View the original item”), the message will open in Outlook, and you should be prompted to provide your user name and password only once per session.

    Inbox view

  2. I can’t find archived emails. They have disappeared!

    To date, no archived emails have been deleted from the EV email archiving system.  If you can’t find archived emails, your Outlook program may be moving them to a .pst folder on your hard drive.  If so, that .pst folder is at the bottom of your list of folders. 

    To ensure that your archived emails are archived in the EV archiving system, open the archive .pst folder, and move all emails there back to your mailbox or the appropriate EV archive folder.

    Outlook Auto Archive .PST Folder

    To prevent the Outlook AutoArchive program from running, take the following steps:

    1. on the Tools menu, click Options, and then click the Other tab;
    2. click AutoArchive; and
    3. clear the Run AutoArchive every n days check box.
  3. Will auto-delete affect emails in my local .pst file?

    The EV archiving and Outlook systems do not delete messages in .pst files.

    Although EV has the capability to “harvest” .pst files, because of how EV is configured for the State, it makes more sense for users to move emails into archive folders from their .pst files. 

  4. I have been classifying emails into folders for years. Do I now need to go through these folders and separately move each email in them into archive folders?

    No.  You can at one time move all emails in an existing folder (i.e., an entire existing folder) into the EV archive folder (including any subfolder of the EV archive folder) that best matches the general or program-specific retention schedule that applies to the emails in the existing folder by highlighting the existing folder and dragging and dropping it in the subject EV archive folder (or subfolder of the subject EV archive folder).  If no exact EV archive folder exists, archive the existing folder in the next longest EV archive folder.

  5. I have projects that last longer than 10 years and need to retain emails for longer than 10 years.

    If you need a long-term archive folder, you can request an “Archive 25 Years”, “Archive 50 Years” or “Archive Permanent” folder.  If the official copy (i.e., record copy) of a file is kept in a paper-based system or other non-email-based document retention system, the best practice may be to print any relevant email or make a PDF copy of the email to store it with the other project documents.  If this is done, the email system copy of the email is a convenience copy that needs to be retained only as long as an administrative need for it exists; estimate the length of the administrative need, and if the estimate is more than 90 days from the date the email was sent or received, move the email to the appropriate archive folder.

  6. How do I know if I’m set up as an executive or a non-executive?

    The default setting for non-executives is five Outlook archive folders:  “Archive 1 Year”, “Archive 3 Years”, “Archive 5 Years”, “Archive 7 Years” and “Archive 10 Years”. 

    The default setting for executives is nine Outlook archive folders:  “Archive 1 Year”, “Archive 3 Years”, “Archive 5 Years”, “Archive 7 Years”,  “Archive 10 Years”,  “Archive 25 Years”, “Archive 50 Years”, “Archive 90 Days”, and  “Archive Permanent.” 

  7. I archived emails by moving them into the “Archive 7 Years” folder, and now I want to delete them. Can I delete archived emails?

    If you highlight an archived message and press the delete key, only the short cut to the message will be deleted:  the archived message will remain in the email system.  Non-executive employees can delete an archived message by highlighting and dragging the message into the Inbox or Sent Items Folder.  Executive employees can delete an archived message by highlighting and dragging the message into the “Archive 90 Days” folder.  A non-executive employee’s archived message moved into the Inbox or Sent Items Folder and an executive employee’s archived message moved into the “Archive 90 Days” folder will be automatically deleted if the email is more than 90 days old or when the email becomes 90 days old.

  8. Why do I get a User name / Password prompt?
  9. Users whose computers are in the SOA enterprise active directory should not be prompted for a username and password when accessing archived emails.

    If you are being prompted:

    1. Open Internet Explorer
    2. Go to Tools and select Internet Options
    3. Select the Security Tab
    4. Highlight Local Intranet then click on the Sites button
    5. In the Local intranet window click on the Advanced button
    6. Make sure “require server verification (https:)” is unchecked

    Users whose computers are not yet in the SOA enterprise active directory, or who are using Outlook with RPC/HTTPS mode, will need to enter their username and password twice per Outlook session; upon opening Outlook and when they access EV.

    Login Screen Shot

    If the prompt asks for User Name and Password, enter your username in the form Domain\Username. For example, SOA\RTKUNIBE;

    The username is the same username that you use to log into email. The Domain is “soa” even if the window opens with a different default. [Top]

  10. Do I need to archive both incoming and outgoing record e-mail?
  11. Yes, if an e-mail constitutes a record it must be retained for its complete retention period under Alaska Statute and State of Alaska policy. Refer also to #14.  [Top]

  12. What is Non-record e-mail? 
  13. Non-record e-mail does not meet the definition of Record in AS 40.21.150(6) or AS 40.25.220(3).  Non-record e-mail includes personal messages, spam, extra copies of documents distributed or received for reference, listserv or bulletin board posts, and announcements unrelated to official business, like retirement parties or holiday celebrations.  Personal messages constitute non-records as they are not accounts or writings “developed or received by a public agency,” and are not “preserved for their informational value or as evidence of the organization or operation of the public agency” under AS 40.25.110

    Non-record e-mail also includes transitory e-mail, retained for up to 90 days, which is primarily generated for informal communication of information that does not perpetuate or formalize knowledge.   [Top]

  14. What is the definition of Correspondence?  Where do I file it?  How long do I keep it? 
    • Correspondence consists of records that document communications created or received by an agency that directly relate to program or administrative functions.
    • Correspondence is filed within associated program records or administrative record groups or categories. It is often arranged topically according to a file classification system.
    • A 3-YEAR retention period applies to email that is correspondence unless the email, because of its content or attachments, also falls within a record series with a longer retention period. Email related to a particular project or case file, for example, might be subject to a 5-YEAR retention period.[Top]
  15. Will I be notified prior to any of my e-mails being destroyed? 
  16. Yes. You will receive email notification 90 days prior to the destruction of archived email. [Top]

  17. How do I determine the correct retention period for e-mail that relates to case files that must be retained until the case is closed, plus five years? 
  18. To determine the retention period for email with an event-based disposition trigger (i.e., a retention period stemming from a file closure or other cut-off date), approximate when the event will likely occur (e.g., when the case will close), and add the fixed-period retention requirement to that date.   [Top]

  19. Are drafts and transitory emails Records?
  20. Yes. Drafts are not excluded from the definition of “record” in AS 40.21.150(6). Under Item 84 of the General Records Schedule, which covers “Drafts & Working Papers,” drafts must be retained until they are obsolete or superseded, or an administrative need for them no longer exists. Record Copies of drafts may include substantive materials (such as drafts of legislation, regulations, and policies) that reveal the thought processes of decision makers. Record Copies of drafts include, for example, executive employees’ notes and legal opinions.

    Under Item 76 of the General Records Schedule, which covers “Transitory & Miscellaneous Administrative Information,” Record Copies also must be retained only until an administrative need for them no longer exists. Such records include notes, preliminary drafts, and copy edit drafts that do not add significantly to an understanding of a matter. Under AS 40.21.150(6), Convenience Copies of drafts are not records.

    Even if a draft or transitory email need not be retained under the General Records Schedule or any agency-specific retention schedule, if there is a pending Public Records Act request, responsive drafts and transitory emails must not be disposed until the period to appeal the denial of the request has expired and any challenges are resolved. Also, if litigation is reasonably anticipated or ongoing, all drafts and transitory emails that might be relevant to the litigation must be retained until notified by the Attorney General's Office. Note: a draft and transitory email may be protected from disclosure if it contains privileged information (e.g., attorney-client communication, attorney work product, or deliberative process information) or confidential information (e.g., trade secrets, taxpayer confidential information, or national security information).   [Top]

  21. Situation: An e-mail relating to State business is sent to three people and copied to 20 others? Does everyone need to archive their copy of the e-mail?
  22. No. The creator of email that is distributed within the executive branch is required to administer the Record Copy of the document. Most Record email falls under Item 76 of the General Administrative Records Retention Schedule, Transitory & Miscellaneous Information, which must be retained until administrative need is met; or, under Item 62, General Correspondence, which must be retained for three years.  Recipients should archive email if they will need it for their work; this applies to email that originates outside the executive branch.  Refer also to #2.   [Top]

  23. Why is Outlook taking a long time to synchronize my folders?
  24. After archiving runs for a user, the next day when they open Outlook (with cached mode enabled) it is very slow.  This is due to a large amount of the user’s mail being converted to EV shortcuts, so the first time the user opens the account it has to synchronize a lot of changes.  Once it’s finished Outlook should work more like it did before.  Leaving Outlook open overnight while it’s being archived the first time may be a solution.  If there’s a problem with this, the user can still use Outlook Web Access.   [Top]

  25. What is the date that the EV retention policy rule goes by when emails are moved into the archive folders?
  26. EV archive retention uses the sent or received date of the messages being archived, not the date it was moved into an archive folder.  So if a user takes five-year-old mail and drops it in an Archive 1 Year folder, when we turn on archive “expiration” in EV, it will delete all that mail because it was all older than one year.   [Top]

  27. Is there an optimal way to create sub-folders under the system-provided 1-3-5-7-10-YEAR retention folders?
  28. There are multiple correct ways to create and arrange sub-folders but the goal is to efficiently organize and classify e-mail by message content.  Sub-folders are often modeled according to predefined schema, or a file classification system, that parallels an existing paper-based file plan.  A classification system that reflects an agency’s business functions, activities, and work processes groups similar records together for consistent handling and control.  Standardized descriptors such as a name, number, or a consistent combination of identifiers facilitate rapid e-mail filing, retrieval, and access.  Here are examples of logically structured sub-folder titles:

    • 3-YEAR Retention
      • General Correspondence
        • State Departments
        • Federal Government
        • Local Political Sub-divisions
        • Native Organizations

    • 10-YEAR Retention
      • Public Water System Files
        • Anchorage
        • Fairbanks
        • Hoonah
        • Juneau
        • Ketchikan
        • Wasilla

      • Criminal Case Files
        • 1JU-08-01380
        • 1JU-08-01575
        • 1JU-09-00685
        • 1KE-09-01577

      • Aid-to-Agency Case Files
        • Child Support Informal Opinion
        • Commissioner of Labor Matter
        • Medicaid Overpayments
        • Permanent Fund Dividend Fraud
        •    [Top]

  29. Which archive folder do I use if my attachments and e-mail have multiple or conflicting retention requirements? 
  30. If different retention periods apply to an email or documents attached to an email, the email and attachments should be placed in the retention folder that is retained the longest. For example, for non-executive employees, if an email falls under General Correspondence (3-YEAR retention) but its attachment consists of the Record Copy (Official Copy) of a Bank Statement (7-YEAR retention), the email and attachment are saved in a 7-YEAR folder. [Top]

  31. Can users drag their current EAS “Archive-1yr” folders into the new EV "Archive 1 Year" folder without removing the extension?
  32. Yes.   The sub folder name or # of levels does not affect the archiving or retention categories in EV.  If they’re under the Archive 1 Year folder, they’ll get one year retention assigned as they’re archived.  Once we enable EV archive expiration, anything older than one year will be deleted from both the archive and from the user’s Exchange mailbox.   [Top]

  33. Will the child folders in an archive folder inherit the parent folders retention rule?
  34. Yes.   [Top]

  35. Can I move the default “Archive X Years” folders because I’d rather have them under my Inbox?
  36. (short) Don’t move or rename the default folders.  If you do they will be recreated by the system.

    (long) If you move, rename, or delete the default Archive folders, the system will recreate new ones for you.  If you move or rename them, the folders retain their original EV “retention category” settings regardless of where you put them or what you call them, which can be very confusing.   [Top]

  37. Can I delete non-record e-mail and e-mail that is eligible for destruction within 90 days?  
  38. Non-record email is not archived. Transitory email for which there is no administrative need is not archived; if administrative need exists, the email is archived for as long as it is anticipated to be needed. See State of Alaska General Administrative Records Retention Schedule, Schedule #100.3 (General Records Schedule), Item 76 (Jan. 2009). Transitory email can usually be destroyed within 90 days after it was created or received. The General Records Schedule is available here:   http://www.archives.state.ak.us/pdfs/records_management/gen_admin_rec_retention_schedule.pdf .

  39. How do I restore messages back into Outlook like I used to do with Zantaz?
  40. While the toolbar button to restore messages is hidden to discourage average users from unnecessarily restoring their messages, the option remains on the menu in Outlook.  (It actually remains on the toolbar in OWA...)  Select the messages you want to restore in an Outlook folder and pull down Tools, Enterprise Vault, Restore From Vault.

    We are not systematically restoring all users' Zantaz mail because our Exchange servers do not have the capacity to do that for all users.  Instead we have hired a company that specializes in archive migrations.  Between August and November they will be directly converting everybody's Zantaz stubs to EV shortcuts, which are small pointers to the larger messages stored in the archive.   [Top]

  41. How do I get authorization for a long-term retention folder? 
  42. Although most email is not retained for long periods, some non-executive users will need a long-term retention folder. To receive a 25-YEAR, 50-YEAR or Permanent retention folder, a Request for Long-term Email Folder form must be completed.  These forms are available here:

    http://www.archives.state.ak.us/pdfs/records_management/long_term_email_folder_form.pdf

    To complete the form, you must reference the relevant records retention schedule, records series title, and certify that you create the subject documents or are required to administer them. Your division director and agency records officer must approve the request.

     [Top]

  43. Who do I contact if I have more questions about e-mail archiving? 
  44. Please contact staff with the Alaska State Archives, Records & Information Management Service. Contact information can be found on their website:
    http://archives.alaska.gov/records_management/records_management.html

     [Top]