managing electronic records in governmental bodies - National ...

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assistance/training in filing techniques.
The records manager must also be able to determine if disposal instructions and
retention periods are being applied thoroughly.
Filing e-mail records
Users must file e-mail messages to the file plan in the repository. Electronic records
management software can either automatically capture all e-mail messages, in
which case even personal e-mail messages will be captured, or the software can
prompt the user to file the message when he clicks on send, close or save.
The records management software chosen must automatically capture the transfer
metadata (information on 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. The software should also preserve any attachments containing
information necessary for decision-making or to understand the intent or the context
of a message. The records management software must, however, provide the
capability to edit the subject or title, author or originator, addressee(s) and other
addressees(s) metadata fields prior to filing the e-mail.
Managing electronic records_Policy Guidelines.doc
First Edition
Version 1.1
April 2003