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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