Here is a way that you can structure your handling of email messages so as to take care of recordkeeping quickly and simply.

1. Establish Record And Nonrecord Folders

On your email software, set up two master folders: Records and Nonrecords.  You may choose simply to put Nonrecord messages into the Delete folder, unless you have a personal reason for wanting to keep them.

2. Within The Record Folder, Establish Program And Administrative Subfolders

Some of your email messages that qualify as records will pertain to administrative matters such as payroll, travel, time and attendance, and the like.  Place them in an administrative subfolder.

The remainder – perhaps the bulk -- of the record-quality messages will pertain to programmatic areas, the substance of your office’s work.  Place these messages in a program subfolder.  You may choose to subdivide the program subfolder even further.  If you do, the best advice is to subdivide in a way that mirrors, at least partially, the office file plan. 

Remember that both incoming and outgoing messages – that is, both messages you receive and messages you create – can qualify as records and should be placed in the record folder if they qualify as records.

 3. Periodically Transmit The Contents Of The Record Folder – And All Its Subfolders – To An Approved Recordkeeping System

Set up a schedule for sending the record folder contents to the recordkeeping system.  Perhaps monthly, or even weekly.

By following steps such as these, you can easily take care of recordkeeping for your email messages.  And thereby ensure that SI’s corporate memory remains intact and functioning well.

As an example, your email folders might look schematically like this:

• Nonrecord Messages
• Record Messages Administrative 

  Administrative

  Personnel Actions

  Travel

  Time and Attendance

  Etc.

• Program

  Program Area 1

  Program Area 2

  Program Area 3

  Etc.