Policy for E-mail that Qualifies as a Record

Policy for E-mail that Qualifies as a Record

 

A complete e-mail 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 printed out and filed in the appropriate paper file. Once the message has been printed out and filed, it can be deleted from the e-mail system. If the printout 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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