Instruction for E-mail that Qualified as a Record

Instruction for Email that Qualified as a Record

 

A complete email message consists of the message text, transmission information (identities of the sender and recipient(s) and the date of transmission), and any attachments, acknowledgments of message receipt, or other messages (e.g., an incoming e-mail request) providing context for the message.

If the message qualifies as a federal record, the entire message must be cross-filed in the appropriate file based on the content of the email records. Once the message has been cross-filed, it can be deleted from the email system. If the cross-filed version does not contain the necessary transmission information, the missing information should be added by hand, together with the date and initials of the person making the annotation.


 

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