Featured Inquiry (03/10/08)

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Question

Can a city, county or special district print out e-mail records that need to be maintained, and then just delete the actual e-mails?

Answer

After May 1, 2008, probably not. In the past this has been acceptable, but a new rule, WAC 434-662-040, requiring that e-mails be maintained in electronic format, has been proposed:

Electronic records must be maintained in electronic format and remain usable, searchable, retrievable and authentic for the length of the designated retention schedule. Printing and retaining a hard copy is not a substitute for the electronic version unless approved by the state or local records committee.

The proposed rule is set for a public hearing on March 27, 2008, and is expected to be adopted with an effective date of May 1, 2008.