Email Management (#1987)
When can I delete my email?
Electronic mail is just as much a record as any traditional paper record and must be treated in the same way. It is the content of each message that is important. If a particular message would have been filed as a paper memo, it should still be filed (either in your email database or in your regular folder structure), and it should be retained the same length of time as its paper counterpart. It is inappropriate to destroy email simply because storage limits have been reached. Review the Records Retention and Disposition Schedules for the records series of the email and follow the retention instructions.
Do I have to print my email to file it?
No, email can be retained in electronic format for the entire length of its retention, however, you must be able to access the email during that entire retention period.
I use my personal email account for work. No one can see my personal email. Right?
The best practice is to avoid using personal resources, including private email accounts, for public business. The Virginia Public Records Act states that records are public records "if it is produced, collected, received or retained in pursuance of law or in connection with the transaction of public business." The fact that public records reside in a personal email account is irrelevant. Likewise, you should limit the use of a public (VCU) email for personal email.
Electronic mail is just as much a record as any traditional paper record and must be treated in the same way. It is the content of each message that is important. If a particular message would have been filed as a paper memo, it should still be filed (either in your email database or in your regular folder structure), and it should be retained the same length of time as its paper counterpart. It is inappropriate to destroy email simply because storage limits have been reached. Review the Records Retention and Disposition Schedules for the records series of the email and follow the retention instructions.
Do I have to print my email to file it?
No, email can be retained in electronic format for the entire length of its retention, however, you must be able to access the email during that entire retention period.
I use my personal email account for work. No one can see my personal email. Right?
The best practice is to avoid using personal resources, including private email accounts, for public business. The Virginia Public Records Act states that records are public records "if it is produced, collected, received or retained in pursuance of law or in connection with the transaction of public business." The fact that public records reside in a personal email account is irrelevant. Likewise, you should limit the use of a public (VCU) email for personal email.
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This article was updated: May 20, 2009
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