1. DEAN H. SEKI
ACTING COMPTROLLER
NEIL ABERCROMBIE
GOVERNOR
JAN S. GOLJVEIA
DEPUTY COMPTROLLER
STATE OF HAWAI’I
DEPARTMENT OF ACCOUNTING AND GENERAL SERVICES AGS-EML 12.0005
P.O. BOX 119, HONOLULU, HAWA~I 96810-0119
February 29, 2012
Via email: cblair@civilbeat.com
Mr. Chad Blair
Reporter-Host
Honolulu Civil Beat
Dear Mr. Blair:
This is in response to your media inquiry to the Department of Accounting and General Services
dated February 14, 2012.
1) How many computers and departments in the administration use Lotus Notes to handle
email?
All State Executive Branch agencies except the Department of Health, Department of
Defense, and the Hawaii Criminal Justice Data Center of the Department of the Attorney
General’s office use Lotus Notes for email.
2) How old is the software — that is, when was it installed or last upgraded?
The first installation was in 2002. Most of the departments and agencies have upgraded
or are in the process of upgrading to the latest software version.
3) Does DAGS archive email correspondence for any period of time? What is sent to State
Archives?
DAGS does not archive emails or send emails to the State Archives for archiving.
4) Is there a policy that guides the administrations email storage — and if so, may I see it?
The policies are attached.
Sincerely,
DEAN H. SEKI
Acting Comptroller
C: DAGS/ASO
Governor’s Office
Attachments

2. BEN.IAIAN J. CAYETANO
GLENN M. OKIMOTO
Con~qmiI.i
MANY *UCE EVANS
DIc~*yCotrpuv~Iw
STATE OF HAWAII
DEPARTMENT OF ACCOUNTING
AND GENERAL SERViCES
P.O. Box 119
HONOLULU. HAWAII 96810-0119
July31, 2002 1._I
COMPTROLLER’S MEMORANDUM 2002-30 0
To: All Department Heads
Attention: Departmental Network Coordinators
From: Glenn M.Okimoto
Subject: E-Mail Retention Schedule to Conserve Resources
This memorandum establishes an e-mail retention schedule of thirty days for the
Executive branch in order to improve management of limited electronic storage resources
on the state’s mail servers. You are hereby directed to implement a practice of retaining
e-mail on departmental e-mail systems for no more than thirty days. If the Information
and Communication Services Division (ICSD) of the Department of Accounting and
General Services provides e-mail service and storage for your department, this policy will
be implemented by ICSD for your department.
Effective Dates: Please inform your employees of the thirty-day e-mail retention policy
by August 2, 2002. Please implement the practice of automatically deleting all e-mail
older than 30 days by September 3, 2002.
Duty to Retain Government Records Continues. The 30-day e-mail retention policy in
no way changes the responsibility of departments to follow the State of Hawaii General
Records Schedules (GRS) which list retention and disposition standards for government
records, in accordance with Chapter 94-3, URS. Department heads must stress to their
employees their responsibility to retain or dispose of records regardless of format in
conformance with the GRS.
Some E-Mail May Need to Be Retained. If the content of an e-mail message is listed in
the GRS as a record which must be retained for a specified period of time, then a copy of
the e-mail must be retained by the employee who has custody of the record in some form
and filed or maintained in a record-keeping system. Examples of ways to retain

3. Comptroller’s Memorandum 2002-30
Page 2
government records that are originally in e-mail form include: 1) creating a paper copy
and filing as a paper record, 2) archiving, or saving the e-mail record to the employee’s
local computer hard drive, and 3) copying the e-mail record onto a diskette or CD.
Not All E-Mail Messages Must Be Retained. If the content of the e-mail message is
non-permanent based on the GRS, then the employee with custody of the e-mail message
may delete the e-mail when no longer administratively useful.
Employees May Archive E-Mail Needed for Operational Purposes. Since e-mail on
the state’s e-mail systems will be automatically deleted once they are 30 days old,
employees requiring an e-mail message beyond that period to complete a task or project
should retain those e-mail records in some other location or format such as copy to local
drive, diskette, CD, or tape, or print to paper and file.
Re-Use or Disposal of Computers. Departments may dispose of an employee’s e-mail
messages and other files left on a computer when the employee upgrades to a new
computer, transfers to a new position, or leaves state service. However, employees have
a duty to transfer e-mail records and other files that reside on the hard drive of their
computer to a record-keeping system as provided by the GRS when they upgrade to a
new computer, transfer to a new position, or leave state service.
Please call Lester Nakamura, ICSD Administrator, at 586-1910, if you have questions on
technical solutions for implementing this policy. Please call Jolyn Tamura, State
Archivist, at 586-0310, if you have questions on the General Records Schedule.

4. BENJAMIN .J. CAYETANO MARY ALICE EVANS
GOVERNOR Comptrofl&
DEAN H. SEKI
Acting Deputy Co~nptrofler
STATE OF HAWAII
DEPARTMENT OF ACCOUNTING
AND GENERAL SERVICES
P.O. BOX 119
HONOLULU, HAWAII 96810.0119
October 9, 2002
COMPTROLLER’S MEMORANDUM 2002-30 AMENDMENT 1
TO: ALL DEPARTMENT HEADS
FROM; Mary Alice Evans
Subject: Amendment to E-Mail Storage Schedule to Conserve Resources
Exemptions from 30-Day Storage of E-Mail. The authority for approval of
exemptions from the scheduled 30-day storage of e-mail messages for individual
employees is delegated to department directors in cases where an employee is on leave
longer than 30 days. No group exemptions are to be granted.
Deletion of e-mail messages for an exempted employee should be resumed as soon as
reasonably possible; but in any case no longer than 30 days, after the employee’s return
to work.
Directors may encourage the use of the “Out of Office” message prompt within your
departments to minimize the volume of casual e-mail when employees are on leave,
trips, etc.
Directors may also encourage out-of-office access to e-mail accounts to reduce the need
for exemptions to the 30-day e-mail storage policy in those cases where it is
appropriate.

5. LINDA LINGLE RUSS K. SAITO
GOVCRNOR Comptroller
KATHERINE H. THOMASON
Deputy Comptroller
STATE OF HAWAII
DEPARTMENT OF ACCOUNTING
AND GENERAL SERVICES
P.O. BOX 119
HONOLULU, HAWAII 96810.0119
September 23, 2004
COMPTROLLER’S MEMORANDUM 2002-30 AMENDMENT 2
TO: All Department Heads
SUBJECT: E-Mail Retention Period Change from Thirty to Sixty Days
This memorandum amends Comptroller’s Memorandum 2002-30 dated July 31, 2002, to
extend the length of the retention period for e-mail from 30 to 60 days
Effective Dates: This amendment is effective immediately. Please implement this change by
October 18, and ensure that your employees are informed.
RUSS K. SAITO
State Comptroller