CHEYENNE, Wyo. – Feb. 9, 2026 –  The Department of Enterprise Technology Services (ETS) and the Wyoming State Archives (WSA) have received approval from the Governor's Office for an Email Management Policy designed to reduce costs and improve records compliance across state government. Following successful pilot projects at ETS and the Department of State Parks and Cultural Resources (SPCR), the policy will now be implemented statewide.

The policy, which also received the Attorney General's Office approval, establishes a four-tier retention system based on employee job functions, ensuring that email is treated the same as any other paper records and other digital files while complying with Wyoming statutes.

Four-Tier Retention Framework

The policy establishes clear retention periods based on position function levels:

• Level 1 - General State Staff: 5 years after departure (administrative tasks, internal communications)
• Level 2 - Fiscal State Staff: 8 years after departure (financial records, budget communications)
• Level 3 - Administrative State Staff: 10 years after departure (operational activities, project management)
• Level 4 - Legal, Compliance, and Executive Staff: Permanent retention (legal matters, executive decisions, historical records)

Multi-Layered Review Protects Critical Records

Before any email account is destroyed, a comprehensive review process ensures valuable records are preserved. Agency Records Officers, Human Resources staff, and State Archives personnel evaluate accounts, with the State Archivist —and in some cases, the Wyoming State Records Committee—approving all destruction requests. Records related to ongoing litigation are protected regardless of standard retention periods.

Key Benefits for Wyoming Taxpayers

• Cost Reduction: Systematic deletion of emails that have exceeded retention requirements eliminates unnecessary storage costs and frees email licenses for reuse, reducing the number of new licenses the state must purchase.
• Operational Efficiency: Clear protocols reduce staff time spent managing email retention, allowing employees to focus on core responsibilities.
• Standardization: Ensures emails follow the same retention schedules as paper records and other digital files.
• Simplified Compliance: Provides clear guidance that makes compliance easier for state agencies.

"This policy doesn't change our records retention requirements—it provides transparency and clear processes for applying existing standards to email," explained Sara Davis, Wyoming State Archivist. "Agencies will find compliance easier, not more complicated."

Addressing the Email Challenge

Wyoming law (W.S. 9-2-401(a)(v)) defines public records by their content and business purpose, not their format. However, email systems have accumulated decades of messages that have exceeded their retention periods but remain in storage due to a lack of clear management protocols. This policy provides the systematic framework for efficiently managing email while ensuring compliance.

Comprehensive Scope and Clear Responsibilities

The policy covers Google-related digital resources–including email, calendars, instant messaging, and shared drives–for all state employees, contractors, and temporary staff. It establishes specific responsibilities for employees, agency records officers, human resources departments, the State Archives, and ETS.

Legal Safeguards

• Litigation holds protect records related to ongoing legal matters
• Written exceptions process for special circumstances
• Annual policy review to reflect changing requirements
• Attorney General approval required for litigation-related destruction

Alignment with National Standards

Wyoming's approach aligns with the National Archives and Records Administration's Capstone Method, which federal agencies use successfully to manage executive branch email records.

Implementation and Training

Statewide implementation begins immediately with comprehensive support:

• Training Sessions: The Records Management Unit of the Wyoming State Archives will provide informational sessions for agency records coordinators
• Technical Configuration: ETS will configure systems to support the retention framework
• Ongoing Support: Agencies will receive continued assistance to ensure a smooth transition to standardized email management practices

Pilot Project Validated Effectiveness

Pilot projects at ETS and SPCR demonstrated the policy's effectiveness, validated the four-tier retention framework, and identified best practices that informed final policy development.

"Our goal is twofold," Davis noted. "Eliminate unnecessary costs while ensuring emails documenting Wyoming's governmental history are permanently preserved. This policy achieves both objectives through a thoughtful, systematic approach."

Free Informational Sessions

State agencies seeking more information about the Email Management Policy are welcome to attend free informational sessions hosted by State Archives staff. Sessions will be held online:

• Tuesday, Feb. 10 at 9 a.m.
• Friday, Feb. 13 at 2 p.m.
• Tuesday, Feb. 17 at 2 p.m.
• Friday, Feb. 20 at 10 a.m.

To Join

Google Meet joining info

Video call link: https://meet.google.com/hgt-ybuc-reb

Or dial: ‪(US) +1 347-201-6875‬ PIN: ‪645 315 231‬#

For more information

Contact Carmen Clayton, Supervisor of the Wyoming State Archives Records Management Unit, at This email address is being protected from spambots. You need JavaScript enabled to view it., or visit the Events page at wyoarchives.wyo.gov/index.php/about-archives/events. 

Access to Full Policy

The complete Email Management Policy is available online at wyoarchives.wyo.gov/index.php/record-retention-schedules/361-schedules.

About the Wyoming State Archives

The Wyoming State Archives preserves state public records with long-term administrative, legal, and historical value, assists agencies with records management, and provides public access to historical records. Visit wyoarchives.wyo.gov.

About the Department of Enterprise Technology Services

ETS provides comprehensive technology solutions to Wyoming state government, including network infrastructure, cybersecurity, data center operations, and enterprise applications.

Contact: Sara Davis, (307) 777-7826; This email address is being protected from spambots. You need JavaScript enabled to view it.