Get Connected - February 2008 - (Page 6) Continued from page 2 New E-mail Archiving Solution “Exceeds Expectations” Tippery: “None.” ENA:“Are you concerned about your e-mail users having anxiety about the archiving of their correspondence? How have you allayed that uneasiness?” Tippery: “We did a good job of communicating to everyone that we were testing an archiving solution. There was some initial concern, but they’re getting used to the idea. Before, all of their e-mail technically still existed, even the deleted ones, it just was next to impossible to find it.” ENA: “Would you recommend this product to your peers at other school corporations?” Tippery: “Yes, I would. In fact, I already have. The low cost plus the fact that it operates without you even knowing it’s there, those are two factors that a lot of people are looking for. I know that at the Technology Expo last year here in Indiana, there were a lot of companies selling archiving. But this kind of setup is perfect. I was talking to some of my peers at the HECC conference at the end of November about what we were doing about archiving, and I’m sure they left me headed for the ENA booth. And I will continue to recommend this product to others.” “The Law Is Clear” In response to today’s techno-realities, organizations of all kinds are bound both by law and prudence to rethink their storage and retrieval policies. Or, as attorney Chuck Cagle of Lewis, King, Krieg & Waldrop, P. C., the law firm that represents the Tennessee Organization of School Superintendents, sums the issue up: “The law is clear. ‘Oops’ is not a good defense.” ENA is happy to help customers address this issue. To view or download a PDF brochure on Gaggle E-mail Archiving Services, visit www.ena.com/files/PDF/Email_Archiving.pdf. If you have questions of any kind, please contact your account service manager today or call 866-615-1101. What the legal experts say “Because there currently is no Tennessee statute addressing the retention of electronic communications and the federal requirement doesn’t specify how to archive or for how long, it is imperative that districts instate their own policy regarding e-mail retention and strictly comply with that policy. You need to have a clear understanding of how your e-mail system and e-mail retention system operates. Your policy should include specific dates that e-mails will be disposed of. Your policy needs to state that if the school system becomes aware of an instance in which a lawsuit is likely to occur, then e-mail must be retained from that point forward. And I also recommend that the policy state that once such an issue is reported, all electronic communication regarding the situation cease and resort strictly to paper communication. The law is clear. ‘Oops’ is not a good defense.” —Chuck Cagle, attorney, Lewis, King, Krieg & Waldrop, P. C., the law firm that represents Tennessee Organization of School Superintendents (TOSS) and many school boards across Tennessee “Under the Indiana Access to Public Records law (IC 5-14-3), e-mail messages are public records. As such, they are subject to the Public Records Retention law found at IC 5-15-6 requiring local public records commissions to adopt retention schedules for all governmental entities in their county. The law does not require a specific back-up policy; only that the records are retained based on a schedule and are in a format that is easily accessible for the public to view. If no retention schedule is adopted, the default retention period is three years for all public records.” —Julie Slavens, staff attorney, Policy Development for the Indiana School Board Association (ISBA) Now That E-Rate Season Is Over Continued from page 3 Keep your answers concise and answer the question directly—if the SLD needs more information they will ask. Providing extra information requires the SLD to do more work on your 471. Don’t feel that you are all alone when you receive PIA questions. Most of the time, many other similar applicants are getting the same questions. Consider talking to other applicants, your vendors and other E-Rate resources to understand how to successfully answer PIA questions. You have a deadline to get the questions answered, but you still have time to discuss your questions with others to make sure you are providing the best answer. 6 • Funding Commitment Decision Letter (FCDL) – After the PIA process is over, you should receive the FCDL. In this letter, the SLD will tell you whether your funding is fully approved, partially approved or denied. Read this letter carefully and if you don’t agree with the results, consider filing an appeal. • Form 486 – Receipt of Service Confirmation Form – As soon as you have received your funding commitment, you should go ahead and file the 486 with help from your vendors and consultants as appropriate. This form tells the SLD that you are receiving service and that the vendor can bill the SLD. While this form has a deadline of 120 days after your receive the FCDL, you should consider getting it filed as soon as you get your approval. That avoids the possibility of forgetting to file the form at a later date and thereby losing E-Rate funding, which can occur if you miss the deadline. By paying attention to follow the entire E-Rate cycle, it will help make sure that you get the funding that you desire. Enjoy the end of the “E-Rate season” but don’t forget to complete the rest of the process that is needed to collect the E-Rate funding. Please contact the ENA E-Rate team if we can assist along the way. We enjoy helping you get your E-Rate funds. —Rex Miller http://www.ena.com/files/PDF/Email_Archiving.pdf
Table of Contents Feed for the Digital Edition of Get Connected - February 2008 Get Connected - February 2008 CoSN’s Small District & Superintendent Initiatives Contents New E-mail Archiving “Exceeds Expectations” Now that E-Rate Season Is Over Digital Learning Spaces 2010 Get Connected - February 2008 Get Connected - February 2008 - CoSN’s Small District & Superintendent Initiatives (Page 1) Get Connected - February 2008 - New E-mail Archiving “Exceeds Expectations” (Page 2) Get Connected - February 2008 - Now that E-Rate Season Is Over (Page 3) Get Connected - February 2008 - Now that E-Rate Season Is Over (Page 4) Get Connected - February 2008 - Now that E-Rate Season Is Over (Page 5) Get Connected - February 2008 - Now that E-Rate Season Is Over (Page 6) Get Connected - February 2008 - Digital Learning Spaces 2010 (Page 7) Get Connected - February 2008 - Digital Learning Spaces 2010 (Page 8)
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