Electronic Records

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An Electronic message or e-mail that meets the criteria of a record must be scheduled and retained for  the appropriate period of time before disposition. They may be considered public message and must be made available to the public unless they fall under any exclusions such as individual's rights to privacy.
Retention or disposition of an e-mail message must be related to the information they contain or the purpose they serve. The content transactional information and any other attachment associated with the message are considered a record( if they meet the record management plan criteria).It is important to ensure the subject line on the e-mail is completed to facilitate easy and accurate filing and retrieval. Alphabetic filing or alphanumeric filing may be used.

Record copy E-mail

Since e-mails are widely distributed it is important to determine who will retain the records copy. This could be the Records Manager. The record should be kept for the designated period.
Prompt deletion of duplicate copies of e-mail messages from the system makes it easier to manage and it reduces the disc space consumed by redundant information.