What Is A Record?
The easiest rule of thumb is that a record is anything worth saving because SI will need it later to carry on the Institution's business. Some things are worth saving for short periods of time such as weeks or months; some for years; and some in perpetuity.
Are Email Messages Records?
You should treat email messages the same way that you treat paper correspondence. An email message is a record if it documents the SI mission or provides evidence of an SI business transaction and if you or anyone else would need to retrieve the message to find out what had been done or to use it in other official actions.
Where Should I Keep Email Records?
You should store email records in an approved recordkeeping system. This system may be either paper or electronic. In either case, the recordkeeping system must:
- logically relate or group records in accordance with your office's file plan;
- ensure the records are accessible to authorized persons throughout their life;
- support retention of the records for as long as required;
- facilitate destruction of records on schedule; and
- enable transfer of those records which will not be destroyed to the SI Archives.
What Is An Approved Recordkeeping System?
An approved recordkeeping system is a system so designated by your office to retain significant information and permit access to it by all designated staff.
What Is An Office File Plan?
An office file plan is a plan for how your particular office will logically relate or group records to support the office's specific purpose and mission.
How Do I Find Out About Approved Recordkeeping Systems And Office File Plans?
First ask the administrative assistant in your office. If that person does not know, contact SI Archives at 202-357-1420, email: osiaref@si.edu.
Can I Keep The Records In The Email System?
As an interim measure, you may file records in your email system. Ultimately, all significant emails should be moved to your office recordkeeping system. Emails should be stored in folders that mirror the filing structure of your paper files.
Can I Keep The Records In My Desktop Computer?
Again, this is an interim measure. However, eventually all records that should be saved for a period of years and be accessible to multiple staff should move to an approved recordkeeping system.
Are There Special Requirements For Retaining Email Messages As Records?
Yes. The basic requirements that apply to all records apply to email records as well. But email messages have special requirements in addition. For email that qualifies as a record, you should make sure that:
- The email record includes transmission data that identifies the sender and the recipients and the date and time the message was sent and/or received.
- When email is sent to a distribution list, information identifying all parties on the list is part of the record.
- If the email uses codes or aliases to identify senders and recipients, the real names of the parties are part of the record.
Why Is Transmission Data Important?
To understand an email record, one must understand its context. You would not delete the names of sender and recipients from a letter on paper, nor a date-stamp indicating when the letter was received. The same applies to email records.
Are Email Attachments Part Of The Record?
Yes. If a message qualifies as part of the record, you need to make sure that related items that provide context for the message are maintained as well. This includes attachments. You would keep them under the same conditions that you would if they were paper attachments to a paper memo or incoming letter.
Do I Need To Retain Both The Original Message And The Reply?
The requirement is to create and maintain an understandable record documenting activities. Some replies to email messages contain enough information from the original message that they can stand on their own, but most do not. The simplest way to ensure understandability of email messages that will become part of the record is to incorporate the original message in any reply and maintain them as a unit. If email is sent back and forth and the most recent message has the entire sequence of messages, you need to keep only the final message (including the previous messages and replies) as long as it also contains attachments and transmission data that are necessary for a complete record.
Will We Ever Have An Easy Way To Save And Maintain Email Records Automatically?
Industry software developers are working toward expert software systems that can decide, based on criteria SI would supply, which messages are records, automatically classify them within a file plan, and save them to an approved recordkeeping system without the need for user intervention. In 2003, these systems are still in their infancy and not yet sufficiently tested for reliability over time.
How Can I Get Additional Guidance?
If you have questions about email as a record, you should contact the SI Archives at 202-357-1420, email: osiaref@si.edu.
You can find additional guidance by pointing your browser to http://siarchives.si.edu/records/main.html. |
