Information Technology Bulletin Issued -

Electronic Communication and Public Records

R. Steve Edmonson, Director of the Office of Information Technology and State Chief Information Officer, recently issued an IT bulletin requiring agencies to ensure that electronic communications that are public records are retained for the appropriate time period. The IT bulletin has an effective date of May 7, 2007.

The IT bulletin advises agencies that electronic communications that meet the criteria of a record as defined by Ohio Revised Code 149.011 must be retained for the appropriate time period before disposition, based upon the agency’s records retention schedule. In addition, the IT bulletin requires agencies that authorize the use of private communication accounts or privately-owned portable computing devices to conduct state business to establish a process to ensure that electronic communication records documenting state business are retained in accordance with the agency’s records retention schedule.

For the complete IT bulletin, visit the Statewide IT Policy Web site at www.ohio.gov/itp.

Comments, questions or inquiries may be directed to:

Statewide IT Policy

Ohio Office of Information Technology

Investment and Governance Division

30 E. Broad Street, 39th Floor

Columbus, Ohio 43215-3414

Telephone: (614) 644-9352

E-mail:        State.ITPolicy.Administrator@oit.ohio.gov