Policy 6530 – E-mail Records and Electronically Stored Information

Any e-mails that constitute a record under District Policy and Regulation 6531 or otherwise
should be retained for the benefit of the District and therefore must be saved for an extended
period of time to exceed one month shall either be 1) printed and physically filed in such a way
that it will be easily retrievable or 2) saved directly to a file on one of the District servers from
which it will be easily retrievable. The District will regularly delete unnecessary e-mails on the
District’s computer system, typically, on the first school day of each month during the school
year.

Until the District’s e-mail system can be equipped with such capabilities, all District e-mail
account holders shall regularly update their e-mail account by either saving necessary and
pertinent e-mails to a District approved storage device, printing them and filing them
appropriately, or deleting unnecessary e-mails from their account. This process shall become a
permanent and regular occurrence if the automatic deletion process is not implemented into the
District’s e-mail system.