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Board Policy No. 15 – Records Retention Policy and Schedule <br />Page 2 of 4 <br />any and all records, papers, and documents that meet the specifications set forth in these <br />documents, with the concurrence of District General Counsel. <br />The Executive Director or his/her designee(s) may authorize the destruction of any duplicate <br />records, including duplicates less than two years old, if no longer needed.(Gov.Code § 34090, <br />60200, 53161, Sec.of State Guidelines.) <br />Retention of Email <br />The email system is intended as a medium of communication only. The District's email system <br />should not be used for the electronic storage or maintenance of documentation, including, but <br />not limited to, official District records, which are records required to be retained by the District <br />pursuant to the District's Record Retention Schedule. <br />It is the policy of the Board that email not defined as District records shall not be retained for <br />more than sixty (60) days. Individual employees are responsible for the management of their <br />mailboxes and associated folders. To ensure maximum efficiency, staff members should delete <br />email messages that are not District records.Examples of emails that are not District records <br />are as follows: <br />Personal communications that do not relate to District business <br /> Unsolicited advertisements or similar communications not related to District business <br /> Preliminary drafts, notes and memorandums that have been retained for less than sixty <br />(60) days and are no longer needed <br />E-mails that are designated as District records shall be retained consistent with the Records <br />Retention Schedule and will be included in the District's document and/or project management <br />systems. Examples of emails that are designated as District records include, but are not limited <br />to, any records which: <br />Concern official actions or transactions concerning official public business of the <br />District <br />Concern reports or recommendations <br />Are kept in connection with the discharge of official duties <br />Have legal, fiscal, historical or administrative value <br />Provide unique information that contributes to the understanding of major fiscal, <br />operational, or program decisions of the District <br />Some messages sent or received on the District's email system will constitute confidential, <br />privileged communications between the District and its attorneys. Attorney-client <br />communications should not be forwarded to any person without consulting General <br />Counsel.