[Casa] Fwd: Change in email retention of mission-related emails

[Todd Satogata]

Dear CASA colleages,

FYI. The essence is that you can store archival emails in Outlook
online in the Archives folder in perpetuity rather than have to
move them offline by the July 10 deadline. This includes subfolders
so you can also keep/maintain original email file organization.

                                                 -Todd

======================================================================
Todd Satogata
Director, Center for Advanced Studies of Accelerators
Jefferson Lab
12000 Jefferson Avenue
Newport News, VA 23606
Cell: (631) 807-0674
======================================================================


-------- Forwarded Message --------
Subject: 	Change in email retention of mission-related emails
Date: 	Wed, 21 Jun 2023 10:31:03 -0400
From: 	Records <records at jlab.org>
To: 	Steve Smith <sjsmith at jlab.org>, Marla Schuchman <marla at jlab.org>, Rhonda Scales <scales at jlab.org>, Charlotte Cepello <cepello at jlab.org>, Russ Fries <rfries at jlab.org>, Joel Dolbeck <dolbeck at jlab.org>, Christian Whalen <ctwhalen at jlab.org>, Bill Rainey <wrainey at jlab.org>, Keith Welch <welch at jlab.org>, Krishna Padiyar <padiyar at jlab.org>, Ken Baggett <baggett at jlab.org>, Jonathan Creel <creel at jlab.org>, Eduard Pozdeyev <pozdeyev at jlab.org>, Joe Grames <grames at jlab.org>, Rongli Geng 
<geng at jlab.org>, Tony Reilly <areilly at jlab.org>, Todd Satogata <satogata at jlab.org>, Mike Spata <spata at jlab.org>, Evelyn Akers <eakers at jlab.org>, Erica Jones <eljones at jlab.org>, Stephanie Tysor <stysor at jlab.org>, Mary Fox <mfox at jlab.org>, Owen Watson <owatson at jlab.org>, Dee Delucia <delucia at jlab.org>, Jae Yun Cho <jcho at jlab.org>, James Fast <jfast at jlab.org>
CC: 	Stuart Henderson <stuart at jlab.org>, Johnathon Huff <jhuff at jlab.org>, Andrei Seryi <seryi at jlab.org>, Allison Lung <lung at jlab.org>, Jianwei Qiu <jqiu at jlab.org>, Cynthia (Thia) Keppel <keppel at jlab.org>, Steven Hoey <hoey at jlab.org>, Amber Boehnlein <amber at jlab.org>, Gail Frayne <lucento at jlab.org>, Kent Hammack <hammack at jlab.org>, Tim Michalski <michalsk at jlab.org>, Rhonda Barbosa <rbarbosa at jlab.org>, Lauren Hansen <lhansen at jlab.org>



After discussions with researchers and engineers in the lab's mission-related functions and coordination with the DOE Agency Records Officer, a change has been implemented to the email retentions going into effect on July 10.

Many scientific records at Jefferson Lab have a lengthy retention period (as long as 25 years after the end of a program).  Many researchers and engineers in mission-related functions refer to their emails over time, and in the best interest of preserving emails related to research, we**have changed the retention period of the Archives folder in Outlook to indefinite.

Entire folders of emails can be dragged into the Archives folder for preservation.

Staff may also use the Archives folder to temporarily hold non-research-related emails for review before managing them; however, the Archives folder is not intended to keep non-mission-related emails indefinitely.



Kim Edwards, CRM

STI, Archives & Records Manager

Thomas Jefferson National Accelerator Facility
(757) 269-7805