DEAN H. SEKIACTING COMPTROLLER

NEIL ABERCROMBIEGOVERNOR

JAN S. GOLJVEIADEPUTY COMPTROLLER

STATE OF HAWAI’IDEPARTMENT OF ACCOUNTING AND GENERAL SERVICES AGS-EML 12.0005

P.O. BOX 119, HONOLULU, HAWA~I 96810-0119

February 29, 2012

Via email: cblair@civilbeat.com

Mr. Chad BlairReporter-HostHonolulu Civil Beat

Dear Mr. Blair:

This is in response to your media inquiry to the Department of Accounting and General Servicesdated February 14, 2012.

1) How many computers and departments in the administration use Lotus Notes to handleemail?

All State Executive Branch agencies except the Department of Health, Department ofDefense, and the Hawaii Criminal Justice Data Center of the Department of the AttorneyGeneral’s office use Lotus Notes for email.

2) How old is the software — that is, when was it installed or last upgraded?The first installation was in 2002. Most of the departments and agencies have upgradedor are in the process of upgrading to the latest software version.

3) Does DAGS archive email correspondence for any period of time? What is sent to StateArchives?

DAGS does not archive emails or send emails to the State Archives for archiving.

4) Is there a policy that guides the administrations email storage — and if so, may I see it?

The policies are attached.

Sincerely,

DEAN H. SEKIActing Comptroller

C: DAGS/ASOGovernor’s Office

Attachments

BEN.IAIAN J. CAYETANOGLENN M. OKIMOTO

Con~qmiI.i

MANY *UCE EVANSDIc~*yCotrpuv~Iw

STATE OF HAWAIIDEPARTMENT OF ACCOUNTING

AND GENERAL SERViCESP.O. Box 119

HONOLULU. HAWAII 96810-0119

July31, 2002 1._I

COMPTROLLER’S MEMORANDUM 2002-30 0

To: All Department Heads

Attention: Departmental Network Coordinators

From: Glenn M.Okimoto

Subject: E-Mail Retention Schedule to Conserve Resources

This memorandum establishes an e-mail retention schedule of thirty days for theExecutive branch in order to improve management of limited electronic storage resourceson the state’s mail servers. You are hereby directed to implement a practice of retaininge-mail on departmental e-mail systems for no more than thirty days. If the Informationand Communication Services Division (ICSD) of the Department ofAccounting andGeneral Services provides e-mail service and storage for your department, this policy willbe implemented by ICSD for your department.

Effective Dates: Please inform your employees of the thirty-day e-mail retention policyby August 2, 2002. Please implement the practice of automatically deleting all e-mailolder than 30 days by September 3, 2002.

Duty to Retain Government Records Continues. The 30-day e-mail retention policy inno way changes the responsibility of departments to follow the State ofHawaii GeneralRecords Schedules (GRS) which list retention and disposition standards for governmentrecords, in accordance with Chapter 94-3, URS. Department heads must stress to theiremployees their responsibility to retain or dispose of records regardless of format inconformance with the GRS.

Some E-Mail May Need to Be Retained. If the content of an e-mail message is listed inthe GRS as a record which must be retained for a specified period of time, then a copy ofthe e-mail must be retained by the employee who has custody of the record in some formand filed or maintained in a record-keeping system. Examples ofways to retain

Comptroller’s Memorandum 2002-30Page 2

government records that are originally in e-mail form include: 1) creating a paper copyand filing as a paper record, 2) archiving, or saving the e-mail record to the employee’slocal computer hard drive, and 3) copying the e-mail record onto a diskette or CD.

Not All E-Mail Messages Must Be Retained. If the content of the e-mail message isnon-permanent based on the GRS, then the employee with custody of the e-mail messagemay delete the e-mail when no longer administratively useful.

Employees May Archive E-Mail Needed for Operational Purposes. Since e-mail onthe state’s e-mail systems will be automatically deleted once they are 30 days old,employees requiring an e-mail message beyond that period to complete a task or projectshould retain those e-mail records in some other location or format such as copy to localdrive, diskette, CD, or tape, or print to paper and file.

Re-Use or Disposal of Computers. Departments may dispose of an employee’s e-mailmessages and other files left on a computer when the employee upgrades to a newcomputer, transfers to a new position, or leaves state service. However, employees havea duty to transfer e-mail records and other files that reside on the hard drive of theircomputer to a record-keeping system as provided by the GRS when they upgrade to anew computer, transfer to a new position, or leave state service.

Please call Lester Nakamura, ICSD Administrator, at 586-1910, if you have questions ontechnical solutions for implementing this policy. Please call Jolyn Tamura, StateArchivist, at 586-0310, if you have questions on the General Records Schedule.

BENJAMIN .J. CAYETANOGOVERNOR

STATE OF HAWAIIDEPARTMENT OF ACCOUNTING

AND GENERAL SERVICESP.O. BOX 119

HONOLULU, HAWAII 96810.0119

MARY ALICE EVANSComptrofl&

DEAN H. SEKIActing Deputy Co~nptrofler

TO: ALL DEPARTMENT HEADS

Mary Alice Evans

Subject: Amendment to E-Mail Storage Schedule to Conserve Resources

Exemptions from 30-Day Storage of E-Mail. The authority for approval ofexemptions from the scheduled 30-day storage of e-mail messages for individualemployees is delegated to department directors in cases where an employee is on leavelonger than 30 days. No group exemptions are to be granted.

Deletion of e-mail messages for an exempted employee should be resumed as soon asreasonably possible; but in any case no longer than 30 days, after the employee’s returnto work.

Directors may encourage the use of the “Out of Office” message prompt within yourdepartments to minimize the volume of casual e-mail when employees are on leave,trips, etc.

Directors may also encourage out-of-office access to e-mail accounts to reduce the needfor exemptions to the 30-day e-mail storage policy in those cases where it is

October 9, 2002

COMPTROLLER’S MEMORANDUM 2002-30 AMENDMENT 1

FROM;

appropriate.

LINDA LINGLE RUSS K. SAITOGOVCRNOR Comptroller

KATHERINE H. THOMASONDeputy Comptroller

STATE OF HAWAIIDEPARTMENT OF ACCOUNTING

AND GENERAL SERVICESP.O. BOX 119

HONOLULU, HAWAII 96810.0119

September 23, 2004

COMPTROLLER’S MEMORANDUM 2002-30 AMENDMENT 2

TO: All Department Heads

SUBJECT: E-Mail Retention Period Change from Thirty to Sixty Days

This memorandum amends Comptroller’s Memorandum 2002-30 dated July 31, 2002, toextend the length of the retention period for e-mail from 30 to 60 days

Effective Dates: This amendment is effective immediately. Please implement this change byOctober 18, and ensure that your employees are informed.

RUSS K. SAITOState Comptroller