Policy/Memo 125
Number: Policy Memo 125
Date Issued: June 15, 2004
Policy File Ref: A410
Subject: Internal Policies, Procedures
ISSUE:
Advise employees of the manner in which EBD will categorize and store e-mail documents which meet the definition of a record.
Background:
No centralized policy exits to guide employees in administering their e-mail files. Currently, most individuals simply store e-mail on their Outlook files without categorizing it and the material may only be accessed by that individual. Consequently, e-mail documents which meet the definition of a record may not be appropriately available. In addition, important material may be lost since without guidelines each individual determines what is a record to be saved. A standard method is needed so that e-mail can be utilized to its full capacity as a form of business records.
Policy:
EBD will follow the Department's e-mail administration procedures, modified as necessary for EBD needs. The e-mail administration procedure will be posted on Inside EBD.