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Email Archive Reference Manuals

Overview

All email messages that are sent or received via Baystate’s email servers are retained for a period of two-years. The email system operates on an instantaneous basis when any email is communicated through outlook. Any email messages that are over two-years old will be deleted by the system.

  • Identify the records you must save. The following Research enterprise-related records are covered by the record retention schedule but are not limited to:
    • Institutional Animal Care and Use Committee (IACUC) submissions and correspondence
    • Conflict of Interest (COI) declarations and discussion
    • Agreements, Awards & Contracts
    • Institutional Review Board (IRB) submissions and correspondence
    • Project specific documents related to Health Insurance Portability and Accountability Act (HIPAA) and Patient PHI
    • Research Misconduct documentation
    • Study related documents as outlined by the Food and Drug Administration (FDA)
    • Sponsor Correspondence
    • Documentation of study team’s completion of required training (e.g. GCP).
  • Record Retention Pathways
    • The following study-related correspondence, email and regulatory documents must be stored indefinitely as follows:
      • Human studies opened on or after March 21, 2021 with external funding or that engage PHI must store all study related correspondence and documentation including email, research data and regulatory documents in Florence eBinders.
      • Human studies opened before March 21, 2021 with external funding or that engage PHI must store all study related correspondence, including email, and regulatory documents in an assigned SharePoint folder.(as noted above this may become a shared network folder due to how .msg files are stored and searcheability.)
      • All animal studies must store all study related correspondence including email and regulatory documents in an assigned SharePoint folder.
      • A number of formats are acceptable (e.g. .msg or .pdf files), however, Outlook archive files (.pst) are not permitted.
      • Unless otherwise specified, studies that do not meet these requirements do not have a retention requirement.

     

Archiving Regulatory Emails in Florence eBinders

This manual contains the following procedures for human studies opened on or after March 21, 2021 with external funding or that engage PHI must store all study related correspondence and documentation including email, research data and regulatory documents in Florence eBinders.

Table of Contents (click to jump to any section)

Create Contact Forward Emails to Study
Attachments saved as related documents
Sending Emails include Blind Carbon Copy (BCC)
Florence eBinder sends a message "Received your Email Import"

Create Contact

For each study you will create a contact in your email that you will use to forward or include when sending emails. Each study has a folder for correspondence called 21. Study Communications>21.3 Note to File or you can create a folder. This is where you will create your contact.

Step 1

Step 2

Step 3

Step 4

Forward Emails to Study

Forward emails with important Documents directly into the tool by selecting the contact you created.

Step 1

Step 2

Step 3

Step 4

Attachments saved as related documents

Step 1

Step 2

Step 3

Step 4

Sending Emails include Blind Carbon Copy (BCC)

Step 1

Step 2

Step 3

Step 4

Florence eBinder sends a message "Received your Email Import"

Step 1

Step 2

Step 3

Step 4

 

Archiving Regulatory in SharePoint

This manual Contains the procedures for:

  • Human studies opened before March 21, 2021 with external funding or that engage PHI must store all study related correspondence, including email, and regulatory documents in an assigned SharePoint folder.
  • All animal studies must store all study related correspondence including email and regulatory documents in an assigned SharePoint folder.
    You may store the emails as a .msg(attachments will be retained) or .pdf(will need to save attachments separately) but .pst file will not be permitted to be opened after April 30, 2022 so please do not store in that format any longer.

Table of Contents (click to jump to any section)

Create Contact Forward Emails to Study
Attachments saved as related documents
Sending Emails include Blind Carbon Copy (BCC)
Florence eBinder sends a message "Received your Email Import"

Create Contact

For each study you will create a contact in your email that you will use to forward or include when sending emails. Each study has a folder for correspondence called 21. Study Communications>21.3 Note to File or you can create a folder. This is where you will create your contact.

Step 1

Step 2

Step 3

Step 4

Forward Emails to Study

Forward emails with important Documents directly into the tool by selecting the contact you created.

Step 1

Step 2

Step 3

Step 4

Attachments saved as related documents

Step 1

Step 2

Step 3

Step 4

Sending Emails include Blind Carbon Copy (BCC)

Step 1

Step 2

Step 3

Step 4

Florence eBinder sends a message "Received your Email Import"

Step 1

Step 2

Step 3

Step 4

 

Archiving Non-Regulatory Emails

The below process should be used for mails that are more personal to you and your work.

What has been suggested as the best practice to retain important emails that are older then 2 years is to recreate your folder structure that you have in outlook on your One Drive. Then copy and past the emails to the folders. At this time all emails older than 2 years have been purged so the only way you can have emails older than that is if you archived as suggested in prior emails to a .pst file.

The first step is to open the .pst file you created. Please see the attached process for opening a .pst file. Remember if the .pst file is on a one drive you need to move that file to the O drive, C drive or S drive before opening the file in outlook.

Outlined below are the two different ways you can copy your emails

Option 1

You can just copy the email and then paste it into the folder where you want it on your one drive. This will save the files as a .msg file and all the attachments will remain within the file.
Below are several different ways you can do this copy:

  • Dragging and dropping the document from your email. It will be named according to what is in the subject.
  • Highlight the emails you want to copy and right click and say copy. Then go to where want to copy them and say paste. If you want to copy all the emails in an email folder you can select ctlr+a that will select all emails in that folder.
  • Similar to above highlight the emails you want to copy and select ctrl+C and then go to where and select ctrl+V.
Note: the file is named according to what is in the subject of the email. If you have more then 1 email with the same subject it will append a number to the name. Also this type of file will only open if you have the Outlook application on your computer which all Baystate Computers have.

 

Downloadable Manuals

Please click here to download the Email Archive Process Manual for SharePoint

Please click here to download the Email Archive Process Manual for eBinders