How to Transfer Archival Email Records
Click to expand each step...
- Step 1 - Identify Archival Emails...
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- How to Find Which Records Are Designated as "Archival"
- Records Retention Schedules for:
- State Government Agencies (including higher education)
- Local Government Entities (including Counties, Cities/Towns, Special Purpose Districts, etc.)
- Step 2 - Prepare Emails for Transfer...
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- Keep Electronic Records in Electronic Format
- Preparing Digital Records for Archival Transfer
- How to Clean-Up Email in Bulk
- Export emails from Outlook to a PST file
- Step 3 - Submit Inventory and Archival and Technical Appraisals...
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- How to Transfer for Appraisal and Selective Retention
- How to Complete a Digital Transfer Inventory Sheet
- Submit completed Digital Transfer Inventory Sheet to the Archives Branch in Your Region
- Archives will conduct an Archival Appraisal session with your agency
- Archives will also conduct a Technical Appraisal session with your agency
- Step 4 - Transfer...
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- Archives will provide uploading training and then supply the ArchiveThis! tool
- Transfer email PST file(s) to the Archives using ArchiveThis! tool
- Correct/troubleshoot any errors during the transfer process
- Step 5 - Verification and Cleanup...
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- Verify the email records were transferred successfully
- Destroy agency's copy of the email records
- Retain records documenting the transfer process
- Step 6 - Ongoing Access...
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- Archival email records are not currently accessible via the Archives' Digital Archives Website
- Agencies can access transferred email records using the WebAdmin tool (supplied by the Archives)