Provided are Jerry Kirkpatrick’s power points and answers to the questions that were presented at the start of his session:|
1. Do student emails to the teacher need to be archived?
What are the topics of these emails? Are they related to grades? I am trying to figure out what the students typically communicate in these emails, or what their purpose
for communicating is, so I can propose a good records series. Right off the top of my head I would think that “General Correspondence” is a good records series.
If so, what is the recommended process to sift through all emails to find these?
The retention period for General Correspondence Records is “After administrative or reference value has been served.” So, if you receive an email from a
student, and if it is general in nature, it could fall under this records series. The “reference value” is then up to you to decide. I receive a huge amount of General
Correspondence emails (What is the retention period for…? Where can I find the records series for..?). Once I respond to the email, then I delete it because it has served
my “reference value” for that email. You probably answer the student emails, I would think? Does this help?
2. Do chat messages between staff members need to be archived?
It would depend upon whether the content / topic of the chat messages is work related or personal. Electronic communications that are personal in nature are not records.
(Can we do lunch today? Do you know Principal Skinner is retiring?) Here the heart of the definition of a record:
If so, for how long?
If the chat messages meet this definition, if they are business related, then they will need to be retained.
Any type of electronic communications (electronic mail messages (E-mail), instant messages (1M), text messages, mobile to mobile (M2M) messages, voice-over Internet Protocol
(VoiP) messages and other related records) need to be retained based upon the content of the communication. If the chat message is about the FY15 Budget, then it is a budget
records, and needs to be retained as long as any other budget record. If the chat message is about FMLA time off, then it needs to be retained as long as you do any other
FMLA records. I’m betting that a lot of the chat messages, if they are records, will probably be general correspondence records, or something like that.
3. Does interaction in educational social learning platforms such as Edmode (?) need to be archived?
I’m not familiar with this format, or the type of interaction that occurs. Is this similar to a webinar or on-line classroom? Is this similar to a wiki or share work space
where people interact on a similar project?
4. Essential Records Information:
The first PowerPoint slides are from my presentation today, and have a great summary of what the Essential Records Project is. I would start with that. Next, the second
attachment is the slides I used for our Essential Records 101 training, which is a great introduction to Essential Records, and to what is required with the creating and
submitting the List Of All Essential Records. If any of you needs something more, please let me know and I will see what I can put together. These slides, however, should