3. Contain security features which preserve the integrity and confidentiality of electronic records and minimize the risk of their unauthorized alteration or erasure; 4. Retain the records in a usable format for the entire length of their designated retention period; 5. Facilitate and permit the timely disposition of records in accordance with the Records Retention Schedule; and 6. Provide backup of records for emergency/disaster recovery purposes. Electronic records must be identified sufficiently to enable authorized personnel to retrieve, protect and carry out the disposition of documents in the system. Electronic records should also be maintained in a manner which permits College personnel to correlate the record with related records maintained in paper, microform or other media format. Security/Confidentiality Confidentiality of student educational records which are stored in electronic form must be maintained in accordance with the requirements of federal and state law regulations. Electronic media systems on which such records are stored must, at a minimum, contain password protection and appropriate firewalls. The disposal of electronically stored records must be done in a manner which ensures that private, confidential information cannot be reconstructed. The College’s Information Technology Services Department will be responsible for developing procedures to ensure the proper disposal of such electronically stored information. E MAILS /N ETWORK U SER A CCOUNTS /ITS S ERVERS AND C LOUD S ERVICE P ROVIDERS Email Retention Period Email messages, in and of themselves, do not constitute records. Retention and disposal of email messages depends upon the function and content of the individual message. E-mail messages and attachments that meet the definition of a record must either be promptly printed and filed in the appropriate manual filing system or converted to an electronic record for storage on the applicable electronic records storage system. The College’s email system should not be utilized by designated custodians as the means to store or maintain original records. Email messages and attachments that do not meet the definition of a record should be disposed of in the same manner as non-custodial documents and records. The retention period for email stored on individual CCAC email accounts (@ccac.edu) and on the CCAC email server will be two (2) years. Except for email messages that are within the scope of a then current Litigation Hold Order, all email stored on the CCAC email server that is beyond the email retention period will be automatically removed from the CCAC email server on a quarterly, calendar year basis (e.g., on or about January 1; April 1; July 1; October 1 each year). Items contained in Outlook folders, including items in both user created and standard folders (e.g., Sent and Deleted Items), will also be removed from the server during each cycle. Current College email account holders will receive a reminder notification prior to each scheduled cycle. Email messages removed from the email server will be archived, via backup tape or other archiving system approved by the College’s ITS Department, for a period of five additional years. Recovery of
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