Adam Edelman

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Security and Email

• Adam Edelman
• Chief Security Officer

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General

• Email should not be considered private
• Public records request
• Electronic discovery
• Subject to inadvertent exposure

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Smart Practices

• Never for inappropriate content
• What may seem OK to you
• Never for sensitive information
• Confidential, private...
• Watch your wording
• Misinterpretation
• Think before you hit Send

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Retention

• What should I preserve?
• Same as paper records
• How long should I save it?
• It depends
• What can I delete?
• It depends

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Storage

• Email server is not a document management system
• When to leave on server
• When to use personal folders
• Folder organization

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Board of Regents

• BOR Policy 1303.3 Electronic Mail
• http//www.bor.montana.edu/borpol/bor1300/1303-3.
  htm
• BOR Policy 1302 Privacy Security and Monitoring
• http//www.bor.montana.edu/borpol/bor1300/1302.ht
  m

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State of Montana

• What is a Public Record?
• http//sos.mt.gov/RMB/What_Is_Record.asp
• Right to Privacy vs. Right to Know
• http//sos.mt.gov/RMB/Privacy.asp
• Email Guidelines
• http//sos.mt.gov/RMB/forms/MT_Email_Guidelines_
  06.pdf
• General Retention Schedules
• http//sos.mt.gov/RMB/State_Forms.asp

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• Questions?