[MACEP] Student email use and retention...

[Paul Nelson]

Hello Folks,

Here's a sticky issue for us to discuss.

Are school districts required to retain student email under public records laws?

Here's the official Email Policy Manual for Local Governments from the
state of Oregon.
http://arcweb.sos.state.or.us/recmgmt/train/erm/email/emailman806.pdf

Pay close attention to how public record is defined. I would argue
that student email would not be a public record.

It may be that student email is considered an educational record and
protected by FERPA.
http://www.ed.gov/policy/gen/guid/fpco/ferpa/index.html

In that case, we may need retention policies for parent access.

Has anyone received informed legal advise on this issue and/or what
are you doing?

The Oregon Common Curriculum goals have students using email in grade 5.
http://edtech.nwresd.org/files/Oregon_tech_plan_framework_2006.pdf

We have several districts using Gmail and we think we have a good way
of archiving all mail sent by students but trying to archive
everything coming in is more difficult. I'd be interested to hear what
others are doing (or not) on this issue.

My bias is towards having students use email. I'd much rather have
them start using a school-based account early on and give them the
guidance and support they need along the way for this and other
digital tools.

There are CIPA requirements to address as well but these are much
easier to deal with through common filtering and student policies.

Ideas?

;-) Paul