Managing Records: Electronic Records
Services for Managing Records Communicated via Electronic Mail (E-mail)
E-mail is a communication technology used to transmit information, regardless of content or purpose, between individuals. The introduction of e-mail into an office can revolutionize how staff communicates. It also raises the following records and information management questions for government officials.
- How can I control the use of e-mail for non-business purposes?
- How can I ensure that official records and important information communicated via e-mail is accessible?
- What do I do with trivial and duplicate messages?
- Are e-mail messages private? Are they secure? Do I have to provide public access to my e-mail?
- Who is responsible for managing records communicated by e-mail?
The State Archives can assist your agency or government in managing records communicated via e-mail. Your Regional Advisory Officer (RAO) or other Archives staff can:
- Advise on records management and legal requirements applicable to e-mail as well as risks inherent in its organizational use.
- Explain the benefits of developing an e-mail policy.
- Assist government agencies in developing e-mail policies tailored to their specific needs.
- Advise on implementing general procedures for managing e-mail communication and on specific procedures for managing records communicated via e-mail.
- Arrange for customized training events or consultation with Archives staff specialists for more advanced topics.
Please contact your Regional Advisory Officer or send e-mail to: recmgmt@mail.nysed.gov to learn more about how the State Archives can provide assistance to you.
Resources
Managing E-mail Effectively,
Archives Technical Information Series #62
Provides an in-depth look at all aspects of e-mail management. A glossary of e-mail terms and sample e-mail policies are included.
Related Workshop Offerings
The State Archives provides a wide variety of workshops over the course of three workshop seasons each year. Archives staff is currently developing a workshop related to e-mail and records management. Check the current online workshop catalog for information on when it will be offered and for other current workshop offerings.