Email (ER)
Electronic mail (Email) is the process or result of sending and receiving messages in electronic form via remote computer terminals. (Source: http://www.epa.gov/records/gloss/)
This subject category may include material on policies, laws, standards, backup processes, etiquette, discovery, etc.
This section lists each of the Email documents:
| Document Title | Document Description | Document Size (measured in KBs) |
|---|---|---|
| Basic Email Management – PA | Discusses why and when e-mail can be a record, defines transitory records, and recommends how to file-mail. 4 pages. Pennsylvania Historical and Museum Commission. | 36 KB |
| Developing a Policy for Managing Email | These guidelines are intended as a starting point for state agencies and local governments to use for writing policies and procedures that will guide a program for managing email. Agencies and governments should adapt the guidelines to meet their own needs and capabilities, and continue to update their policies on an as-needed basis. 59 pages. 2008. New York State Archives Government Records Services. | 585 KB |
| E-Mail Records: When to Dispose – PA | Flow chart and definitions relative to types and disposition of e-mail records. 1 page. Pennsylvania Historical and Museum Commission. | 31 KB |
| E-Mail Retention Guidelines: What Georgia’s officials and employees need to know | Brochure which explains that e-mail is a record and offers “7 Things to Know.” 2007. Georgia Archives. | 29 KB |
| E-Mail Etiquette – PA | Basic E-Mail etiquette for “everyone” and “supervisors.” 1 page. Pennsylvania Historical and Museum Commission. | 20 KB |
| Email Records Management Guidelines - South Carolina | Electronic Records Management Guidelines: by establishing policies, applying records management procedures, and training users, one can create an environment that promotes successful management of email. 8 pages. South Carolina Department of Archives and History. | 108 KB |
| Guidelines for Agencies on Developing an Agency-Specific E-mail Retention Policy – IN | The purpose of this policy is to ensure that electronic mail is maintained by state agencies and county and local governmental entities in accordance with approved records retention policies, accepted record keeping practices and laws. 6 pages. Indiana Commission on Public Records. | 58 KB |
| Email Retention Checklist - North Carolina | Quick guidelines on whether or not email meets the legal definition of a record. 1 page. NC. | 93 KB |
| Frequently Asked Questions About Email Retention – MI | This information sheet is designed to help Michigan government employees who use e-mail to follow existing procedures about the retention of e-mail and protect themselves and their agencies. 5 pages. 2006. | 147 KB |
| E-mail as a Public Record in North Carolina: Guidelines for Its Retention and Disposition | These guidelines and a current records retention and disposition schedule advise or instruct public employees and contractors how to manage and dispose of electronic mail messages. 16 pages. North Carolina Office of Archives and History. 2002 | 382 KB |
| Guidelines for Managing E-Mail - AL | Technical leaflet on subject title. Discusses terminology, retention, preservation, back-up systems, deletion, control, etc. 7 pages. 2001. Alabama Department of History and Archives. | 142 KB |
| Managing Email Records | 2001 Guidelines approved and recommended by the Missouri State REcords Commission. Published by Office of the Secretary of State. | 136 KB |
| Electronic Mail Retention – LA | Louisiana State Archives Policy to “ensure that electronic mail is maintained in accordance with approved records retention policies, accepted record keeping practices and laws…” 1 page. February 14, 2003. | 7 KB |
| E-Mail Guidelines: A Management Guide for the Retention of E-Mail Records for Montana State Government | This document provides guidance to agencies regarding the records status of, and management approaches to, e-mail in Montana state government. It outlines legal requirements, types of records, and practical management options. 13 pages. Montana State Records Committee. 1998 | 48 KB |
| Managing Electronic Mail: Guidelines and Best Practices_NJ | The intent of these guidelines is to provide and explain requirements, guidelines and best practices for electronic mail messages that meet the criteria for public records as required to comply with New Jersey's Public Records Act. May apply to state and local government agencies. 13 pages. NJ Department of State. | 239 KB |
| Managing Electronic Mail: Guidelines for Kansas Government Agencies | These guidelines apply to state and local government agencies in the State of Kansas and are intended to provide and explain requirements, guidelines, and best practices for electronic mail messages that meet the criteria for records. 17 pages. 2002. | 445 KB |
| Managing E-Mail Effectively | This booklet discusses how to manage e-mail messages just as you manage other records, and how to identify, retain, and make them accessible as long as necessary. 69 pages. 2002. New York State Archives Government Records Services. | 541 KB |
| Managing E-Mail Records – MO | Agencies are strongly encouraged to implement an e-mail policy that covers usage, content, public access, privacy, and records retention. This standard was designed to assist agencies with the records retention portion of their policies. 5 pages. Missouri Records Commission. 2001. | 137 KB |
| Managing Imaging and Micrographics Projects | This publication explains the steps to take from conception to completion when planning and carrying out an imaging or micrographics project, including records management, project management, and technical issues. 48 pages. 2003. New York State Archives Government Records Services. | 295 KB |
| Practical Suggestions for Keeping Email – GA | Retention of email is decided by the content, not format, of the record. This publication discusses what should be kept, how should email be kept, and how to manage email messages. 5 pages. 2008. Georgia Archives. | 130 KB |
| Retention and Disposition of Records Created on Electronic Mail Systems – PA | This directive establishes policy, responsibilities, and procedures for the retention and disposition of records created on electronic mail systems. 7 pages. PA Archival and Records Management Services. 2004. | 30 KB |
| Transitory Records Definition - PA | Two-slide presentation that defines “transitory records.” Pennsylvania Historical and Museum Commission. | 77 KB |
| Working with Microsoft Outlook PST files - PA | This text is designed for anyone who utilizes Microsoft Outlook to assist in the organization of their electronic information and improve the manageability of email data by storing emails categorically in various folders within the Microsoft Outlook product. 16 pages. Pennsylvania Historical and Museum Commission. | 1621 KB |
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