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8 Tips for Managing Emails

Email has become one of the main forms of business communication. Business decisions, key communications and important information are regularly shared by email. Yet, people often do not think of emails as records or they view emails as having short term or no business value and therefore not required to be kept. These tips are derived from the Office of the Information and Privacy Commissioners

It is critical to retain emails that are official records to ensure that the organizations records capture the complete story. Dont include personal messages in business emails as they will become part of the official record retained in the corporate records management system. Include a subject line that appropriately describes the content of the email. This assists in relating the emails to associated records, whether electronic or paper. Move official record emails from your email mailboxes as soon as possible to ensure that they are not inadvertently deleted and employees with a need to know have appropriate access to them. There is no need for every staff member who receives an important email to save it to the records management system. There should be a shared understanding of who is responsible for retaining the official records of a project or file. Transitory emails should be deleted once they are no longer needed. When deleting emails, remember to empty the Deleted Items Folder. Do follow-up monitoring to ensure staff are complying with the established policies and procedures.