managing electronic records in governmental bodies - National ...

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• if and e-mail is received and no reply is necessary, print and file the message;
• if an e-mail message is sent and a reply is expected, keep the e-mail until the
matter is finalised. As soon as the matter is finalised, print all related messages
and file them. A good option would be to require the recipient to always attach
the original message text to the replies. In this way all messages sent and
received on the same matter are kept together;
• if an e-mail is received and a reply is expected, keep the e-mail until the matter is
finalised. As soon as the matter is finalised print and file the message. A good
option would be to reply to the message and to attach the original message text
to the replies. In this way all messages sent and received on the same matter are
kept together;
• if a message is sent to a distribution list and the recipients reply to the message,
different records are generated, that should each be kept until the individual
matters are finalised and then be printed and filed separately.
If the second option is used, the above approached to prevent duplication could also
apply for messages saved into the electronic repository, depending on the specific
features of the Integrated Document Management System and the business rules of
the particular office.
Whichever method is chosen, all users should be aware of the policies, procedures,
and tools for managing e-mail messages and they should be capable of applying
them consistently to all records. Furthermore, both the paper-based and the
electronic records management system must ensure that:
• related records are grouped together in accordance with the office’s file plan;
• the records are accessible to authorised persons;
• the retention of the records is supported for as long as they are required;
• destruction of records can take place when so scheduled; and
• permanent preservation of archival valuable records is supported.
When preserving electronic messages, the following specific requirements should
also be kept in mind:
• The e-mail message must include transmission data as well as the message
itself and all the attachments to the message. The transmission data identifies
the sender and the recipient(s) and the date and time the message was sent
and/or received. This data provides essential context for the message. This is
equivalent to correspondence on paper, where the record includes
information identifying the sender and recipient and the date of the letter, not
just the message. Any attachments containing information necessary for
decision-making or to understand the intention or the context of a message
should also be kept as part of the record.
• When e-mail is sent to a distribution list, information identifying all parties on
the list must be retained for as long as the message is retained.
• If the e-mail system uses codes, aliases, nicknames, or anything other than
the real name of senders or recipients, their real identities need to be retained
as part of the record.
• if a message is sent to a distribution list and the recipients reply to the
message, different records are generated that should be filed as separate
Managing electronic records_Policy Guidelines.doc
First Edition
Version 1.1
April 2003