1. FALL HAUL EVENT
October 21, 2014
Greetings CMEEC!
At the PIF Ellen shared that CMEEC will be joining thousands of Microsoft customers that
exercise an automated email retention policy. We appreciate and understand concerns of
approaching deadlines and growing workloads. As a way to address those concerns, the admin
team is throwing a FALL HAUL event. It is an opportunity to focus an entire day on cleaning
out work areas, virtually and physically. Extra shred bins will be placed strategically throughout
the building and admin staff will be available to help when needed.
The work-atmosphere will include music and breakfast and lunch will be provided to enjoy
throughout the day. Please dress in casual attire, suitable for lifting. While cleaning out
your emails, be aware all folders within your account will have a 2 year retention, with few
exceptions. An informational packet will be provided before the Fall Haul event to address all
specifics.
The big day will be November 14th
.
Flyers are posted in high traffic areas for reference leading up to the event.
2. FALL HAUL
Tips
Deciding what to throw away is difficult, use these tips to help decide what to do with
the documents you review.
Paper Documents
1. What do I do with copies (drafts)?
Copies of controlled documents do not need to be saved, unless they have
important notes added, that should be maintained. Process owners are
responsible for the original version of controlled documents. Drafts are not
controlled documents, they are previous versions of a controlled document.
2. What do I do with controlled documents?
Original controlled documents should be left with the admin team to scan to the
O drive, if it hasn’t been scanned yet. Process Owners decide where they would
like the original controlled documents stored.
3. Should everything I don’t keep go in a shred bin?
Not everything needs to be shredded. Shred bins are for documents that are
confidential or contain proprietary information about CMEEC, Transco and their
members.
Electronic Documents
1. What happens if I accidentally delete a file?
First, look in the Recovery Bin on your desktop for the deleted file. If unable to
locate the file, send an email to IT with the following information: time, location
and file name. Inform IT as soon as possible as there is a limited recovery time.
2. Can I save controlled documents in the O drive?
1
3. Everyone has the ability to save documents to the O drive. Reference the retention
schedule for the controlled documents in your department. If you do not have a
retention schedule contact Tiana, Ellen or Kristen.
When saving use discretion and mimic the existing file name formatting. Below is
a sample of the CMEEC naming convention format:
Entity name_Doc Type_MM-DD-YYYY
3. How can I save my email so it is easy to search?
Save emails as msg. files in a folder in the U or W drive, by date (month or year).
Emails will save with the subject line as the title. You will be able to search the
folder by message content and senders/recipients.
4. What is going to happen in my email account with the coming retention policy
change?
There will be no noticeable interruptions to the user experience. There will be no
notifications, alerts or prompts after the retention change is implemented. You
will be notified prior to and immediately following the retentions policy change.
See below for retention terms by inbox folder.
2 year retention:
* This is the default
retention for any folder not
otherwise identified.
30 day retention
1 year retention
30 day retention
2
4. NOVEMBER 14, 2014
7:30 AM
8:00 AM Food delivery and setup -SM, EG
8:15 AM Check staff emailboxes -EK
8:30 AM Setup containers and materials -TN
9:00 AM
9:30 AM
10:00 AM
10:30 AM Board room cleanup -TN, KW
11:00 AM
11:30 AM Weenie Truck arrival -SM, EK
12:00 PM
2014 Year 12:30 PM
1:00 PM Band arrival and setup -SM, EK
November Month 1:30 PM
2:00 PM
Post Poems -TN, Post Outfit nominations -
Kristen, Post Captions -TN, check staff
emailboxes -EK
14 Day 2:30 PM
3:00 PM
Staff reporting to O&F -all teammates,
Contestants singing -EK
3:30 PM
Weenie Truck Leaving -SM, Counting Ballots
and calculating winner list -TN, KW, Paper
Toss Contest -EK
4:00 PM Award Announcements -EK
4:30 PM Band Departure
5:00 PM
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c
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NOTES / TO DO LIST
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Break
14
VIEW SCHEDULE
EDIT SCHEDULE
assigned tasks are to help
focus our time
Friday
HIGHLIGHT IN SCHEDULE:
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ADD EVENT
EDIT TIMES
5. Breakfast
Menu
November 14, 2014
Panera Bread
Catering
Fruit Salad
Breakfast Sandwiches
Ciabatta with Bacon Egg and Cheese, French Toast Bagel
with Sausage Egg and Cheese, Mediterranean Egg White on
Ciabatta, or Everything Bagel Steak Egg and Cheese
Egg Soufflés
Spinach and Bacon Baked Egg Soufflé, Roasted Tomato &
Feta Baked Egg Soufflé
Morning Pastries
6. FALL HAUL
To the shred bins, Robin!
The Office and Facility team is
hosting an event to facilitate
office and email cleanout.
· Breakfast and lunch will be
provided
· Admin staff available for
questions
· Casual dress
· Music
November 14, 2014
During the hours of 8 am and 5 pm review and cleanout relevant materials in
electronic mailboxes, files and personal storage areas (desks, book shelves, file
cabinets, etc.).
CT MUNICIPAL ELECTRIC ENERGY COOPERATIVE
30 Stott Ave
www.cmeec.com
