State To Develop New Rules For E-Mail And Other Records

The new rule would only be in place long enough until an administrative decision with the rule of law could be adopted.

Statehouse Side

Photo: Dan Goldblatt / Indiana Public Media

Government officials will decide which e-mails must be kept and which can be discarded under the new rule.

Indiana plans to approve a new statewide rule next week outlining which government emails have to be saved — and for how long. State public records law requires policy-related records to be saved for three years and contracts to be saved for ten years.

State archivist Jim Corridan says even in electronic form, saving every email creates storage problems — and is not always necessary. Still, he says the new rule will only last about six months.

“We want to make sure that there‘s not unintended consequences. And so once that timeframe is run, our expectation is that sometime around January, we‘ll actually introduce an administrative rule, which will have the same effect as law, and have the oversight committee on public records then make the modifications or corrections necessary,” Corriden says.

He says the rule will define which emails, such as personal messages or unsolicited pitch letters from vendors, are considered “transitory” and do not need to be saved. The new rule will include other electronic records for the first time, such as spreadsheets or digital photos.

A draft of that portion of the policy is already complete. And Corridan says the rule may include a directive that records need to be recopied to CD or DVD every three years or so. He notes disks begin to degrade in 2 to 5 years, so recopying may be necessary to ensure records really are preserved.

Network Indiana

Network Indiana Indiana's Only Audio News Network. Network Indiana is dedicated to providing the state of Indiana important and useful information.

View all posts by this author »

What is RSS? RSS makes it possible to subscribe to a website's updates instead of visiting it by delivering new posts to your RSS reader automatically. Choose to receive some or all of the updates from Indiana Public Media News:

Support For Indiana Public Media Comes From

Search News

Stay Connected

RSS e-mail itunes Facebook Twitter Flickr YouTube

Follow us on Twitter

What is RSS? RSS makes it possible to subscribe to a website's updates instead of visiting it by delivering new posts to your RSS reader automatically. Choose to receive some or all of the updates from Indiana Public Media News:

Recent Politics Stories

Recent Videos

Find Us on Facebook