DEAN H. SEKI ACTING COMPTROLLERNEIL ABERCROMBIE GOVERNOR JAN S. GOLJVEIA DEPUTY COMPTROLLER STATE OF HAWAI’I DEPARTMENT OF ACCOUNTING AND GENERAL SERVICES AGS-EML 12.0005 P.O. BOX 119, HONOLULU, HAWA~I 96810-0119 February 29, 2012 Via email: email@example.com Mr. Chad Blair Reporter-Host Honolulu Civil Beat Dear Mr. Blair: This is in response to your media inquiry to the Department of Accounting and General Services dated February 14, 2012. 1) How many computers and departments in the administration use Lotus Notes to handle email? All State Executive Branch agencies except the Department of Health, Department of Defense, and the Hawaii Criminal Justice Data Center of the Department of the Attorney General’s office use Lotus Notes for email. 2) How old is the software — that is, when was it installed or last upgraded? The first installation was in 2002. Most of the departments and agencies have upgraded or are in the process of upgrading to the latest software version. 3) Does DAGS archive email correspondence for any period of time? What is sent to State Archives? DAGS does not archive emails or send emails to the State Archives for archiving. 4) Is there a policy that guides the administrations email storage — and if so, may I see it? The policies are attached. Sincerely, DEAN H. SEKI Acting Comptroller C: DAGS/ASO Governor’s Office Attachments
BEN.IAIAN J. CAYETANO GLENN M. OKIMOTO Con~qmiI.i MANY *UCE EVANS DIc~*yCotrpuv~Iw STATE OF HAWAII DEPARTMENT OF ACCOUNTING AND GENERAL SERViCES P.O. Box 119 HONOLULU. HAWAII 96810-0119 July31, 2002 1._I COMPTROLLER’S MEMORANDUM 2002-30 0 To: All Department Heads Attention: Departmental Network Coordinators From: Glenn M.Okimoto Subject: E-Mail Retention Schedule to Conserve Resources This memorandum establishes an e-mail retention schedule of thirty days for the Executive branch in order to improve management of limited electronic storage resources on the state’s mail servers. You are hereby directed to implement a practice of retaining e-mail on departmental e-mail systems for no more than thirty days. If the Information and Communication Services Division (ICSD) of the Department of Accounting and General Services provides e-mail service and storage for your department, this policy will be implemented by ICSD for your department. Effective Dates: Please inform your employees of the thirty-day e-mail retention policy by August 2, 2002. Please implement the practice of automatically deleting all e-mail older than 30 days by September 3, 2002. Duty to Retain Government Records Continues. The 30-day e-mail retention policy in no way changes the responsibility of departments to follow the State of Hawaii General Records Schedules (GRS) which list retention and disposition standards for government records, in accordance with Chapter 94-3, URS. Department heads must stress to their employees their responsibility to retain or dispose of records regardless of format in conformance with the GRS. Some E-Mail May Need to Be Retained. If the content of an e-mail message is listed in the GRS as a record which must be retained for a specified period of time, then a copy of the e-mail must be retained by the employee who has custody of the record in some form and filed or maintained in a record-keeping system. Examples of ways to retain
Comptroller’s Memorandum 2002-30Page 2government records that are originally in e-mail form include: 1) creating a paper copyand filing as a paper record, 2) archiving, or saving the e-mail record to the employee’slocal computer hard drive, and 3) copying the e-mail record onto a diskette or CD.Not All E-Mail Messages Must Be Retained. If the content of the e-mail message isnon-permanent based on the GRS, then the employee with custody of the e-mail messagemay delete the e-mail when no longer administratively useful.Employees May Archive E-Mail Needed for Operational Purposes. Since e-mail onthe state’s e-mail systems will be automatically deleted once they are 30 days old,employees requiring an e-mail message beyond that period to complete a task or projectshould retain those e-mail records in some other location or format such as copy to localdrive, diskette, CD, or tape, or print to paper and file.Re-Use or Disposal of Computers. Departments may dispose of an employee’s e-mailmessages and other files left on a computer when the employee upgrades to a newcomputer, transfers to a new position, or leaves state service. However, employees havea duty to transfer e-mail records and other files that reside on the hard drive of theircomputer to a record-keeping system as provided by the GRS when they upgrade to anew computer, transfer to a new position, or leave state service.Please call Lester Nakamura, ICSD Administrator, at 586-1910, if you have questions ontechnical solutions for implementing this policy. Please call Jolyn Tamura, StateArchivist, at 586-0310, if you have questions on the General Records Schedule.
BENJAMIN .J. CAYETANO MARY ALICE EVANS GOVERNOR Comptrofl& DEAN H. SEKI Acting Deputy Co~nptrofler STATE OF HAWAII DEPARTMENT OF ACCOUNTING AND GENERAL SERVICES P.O. BOX 119 HONOLULU, HAWAII 96810.0119 October 9, 2002 COMPTROLLER’S MEMORANDUM 2002-30 AMENDMENT 1 TO: ALL DEPARTMENT HEADS FROM; Mary Alice Evans Subject: Amendment to E-Mail Storage Schedule to Conserve Resources Exemptions from 30-Day Storage of E-Mail. The authority for approval of exemptions from the scheduled 30-day storage of e-mail messages for individual employees is delegated to department directors in cases where an employee is on leave longer than 30 days. No group exemptions are to be granted. Deletion of e-mail messages for an exempted employee should be resumed as soon as reasonably possible; but in any case no longer than 30 days, after the employee’s return to work. Directors may encourage the use of the “Out of Office” message prompt within your departments to minimize the volume of casual e-mail when employees are on leave, trips, etc. Directors may also encourage out-of-office access to e-mail accounts to reduce the need for exemptions to the 30-day e-mail storage policy in those cases where it is appropriate.
LINDA LINGLE RUSS K. SAITO GOVCRNOR Comptroller KATHERINE H. THOMASON Deputy Comptroller STATE OF HAWAII DEPARTMENT OF ACCOUNTING AND GENERAL SERVICES P.O. BOX 119 HONOLULU, HAWAII 96810.0119 September 23, 2004 COMPTROLLER’S MEMORANDUM 2002-30 AMENDMENT 2 TO: All Department Heads SUBJECT: E-Mail Retention Period Change from Thirty to Sixty Days This memorandum amends Comptroller’s Memorandum 2002-30 dated July 31, 2002, to extend the length of the retention period for e-mail from 30 to 60 days Effective Dates: This amendment is effective immediately. Please implement this change by October 18, and ensure that your employees are informed. RUSS K. SAITO State Comptroller