Records Management RM 101 Email Mngmt
E-Mail Message Management
E-mail messages as a public record
- E-mail messages that are received or created in the course of undertaking public business are public records.
- Email messages need to be retained based on the record series that they pertain to based on the UO records retention schedule.
- Non-record e-mail messages should be deleted as soon as possible. Some examples:
- personal e-mail
- junk e-mail
- announcements of a general nature.
E-mail message filing
- E-mail messages need to be filed in the same file plan as other records within the unit. You can refer to the Files Management section to review an example of a file plan that can be used for paper records, electronic files (both e-mail messages and other electronic records).
- Here are some examples of unacceptable filing practices:
- Filing documents and e-mail messages on a user's local drive, which is not backed up and therefore more susceptible to loss.
- Filing or storing e-mail content in any format that lacks its metadata (e.g. sender, recipient, date, subject, etc.)
- Filing e-mail attachments separate from their associated program records.
- Back-up tapes are not an acceptable means of managing e-mail messages. However, if e-mail system back-ups are retained on system backups, they are liable to legal discovery.
- Sensitive confidential information should not be sent through e-mail unless it is encrypted.
- The responsibility for filing e-mail messages lies with each university employee. It is the responsibility of unit management to develop internal procedures on the management of e-mail messages to insure compliance.
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