2020 Archdiocese of Atlanta Employee Policy Manual/September 2020 - Manual / Resource - Page 51
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when the toner has reached end of life cycle (less than 2%). All requests for printer
maintenance (streaking, blotches, alignment, etc.) will require a ticket. We will attempt to
resolve and if unable, then we will place the call to SOS to have a technician make the
repair onsite. Users are encouraged to visit the offices of IT (located on 3S) to pick-up
needed toner during regular business hours.
Grand Hall Use. The ground level facilities include the three Grand Halls (A, B, and C) and
the smaller conference rooms known as training rooms (T10, T11 and T12). Reservations for
these rooms are made through the FMX website https://archatl.gofmx.com/login to
reserve the room. The Facilities Management office handles specific setups of the interior
room. The IT Department, along with the Communications Department, maintains the
equipment at each lectern in each Grand Hall.
4.7 Email Guidelines updated April 2023
Guidelines regarding the use and retention of email records are defined below and apply to all
official archdiocesan email accounts for Chancery employees and Priests. When referring to
Chancery employees, these guidelines exclude GRACE Scholars, the Catholic Foundation of North
Georgia, and Catholic Charities.
Purpose and Scope
The archdiocesan email guidelines are intended to establish the retention and disposition
requirements for archdiocesan email records as well as the proper use of email by Chancery
employees and Priests.
These guidelines apply to all emails, including copies or printouts of emails, created or received by
Chancery employees (including temporary employees, contractors, and volunteers) and Priests
while conducting business for or on behalf of the Archdiocese of Atlanta. Please refer to the General
Records Policy for details regarding email as a record.
Email Retention
The Archdiocese provides for the economical and efficient management of official archdiocesan
email accounts through the use of an electronic content management system (ECMS). The ECMS is
administered by the Office of Archives and Records (ARC).
All email sent and received by employees is classified in the ECMS with a retention period based
on an employee’s department/job role. Unless specified by a litigation hold, emails are
automatically deleted from employees’ Outlook account after the designated retention has been
met and are twice yearly destroyed within the ECMS by ARC staff. Employees are responsible for
saving any emails they deem to have lasting value in a location outside of their email account. For
questions about the retention of archdiocesan records, please reference the Records Retention
Schedule.
