[Res. 279, 2/9/2009]
1. 
Emails received from "unknown" sources will be deleted without opening.
2. 
Email received with no "subject" will be deleted without opening.
3. 
Emails that are "conversations" between the Township Secretary/Treasurer and other Township or county officials, friends, family members, or other officials from Jefferson Township will be deleted after reading.
4. 
Emails that are received as notices for training classes or sales promotions will be deleted.
5. 
Emailed Right to Know Request Forms will be copied on paper and filed with other paper RTK forms. Then the Emails will be deleted.
6. 
Official correspondence may be attached on Email from time to time. (These might be letters to or from the attorney, engineer, vendors, government offices, etc.) Paper copies of these letters will be kept on file. The Email notice of attachment will be deleted.
7. 
Emails not falling under the first six items above will be analyzed by the Open Records Officer as to their content to determine if they are not a public record. If necessary, the Township Attorney may be contacted regarding questionable Emails. If they are not determined exempt, they will be copied for filing and then deleted.
8. 
To summarize, it is the intention of the Township to delete all Emails that do not meet the definition of "records" and to manage official "records" outside of the Email messaging system.