Records Management
Handling E-mail
North Carolina statutes specifically prohibit the destruction of official records in any form. Like other records created and received in an office, when used in the conduct of business, electronic records are NOT personal property but must be accounted for and treated as official records. E-Mail and other electronic records must not be deleted or otherwise disposed of without prior disposition authority; that is, through the office's approved Records Schedule.
Additional information about handling email can be found at the North Carolina Office of Archives & History web site:
Email Guidelines
What to Save:
Make a paper copy of E-mail (including transmission and receipt date) IF the message:
- was made or received in the conduct of business;
- gives evidence of: office mission, function, policy, decision, or procedure;
- gives any information of value;
- documents oral exchanges such as meetings or telephone conversations during which policy or business was discussed.
What Not to Save:
Delete personal messages (lunch arrangements, etc.); intra-campus extraneous information (equipment swap, sports/arts calendar, etc.).
Where to File:
After copy has been made, place with other paper records in the appropriate subject file.
Electronic Storage:
IF, instead of paper copies, one chooses to create permanent electronic folders, these records must:
- be easily retrievable through available indexing;
- be noted and tracked on the office Records Schedule;
- be transferred to other office files should the employee transfer or leave the University's employment.
Please Note:
- Transmission and receipt data are important parts of official records and must be preserved in paper copies as well as in electronic folders.
- Do not discount because messages are duplicates. Multiple copies may have different uses.
- Draft documents should be saved if they: a) contain unique information; b) are circulated.
- Calendars should be saved, particularly for administrators.
- Messages sent and received from external communication systems such as INTERNET are not exempt. If used in official business, they become University records.
