The Ohio State University

www.osu.edu

  1. Help
  2. Campus map
  3. Find people
  4. Webmail

Ohio State University logo University Libraries arrow University Archives

Link to the Byrd Polar ArchivesLink to the John Glenn ArchivesLink to the Records Retention & Management PageLink to the University Manuscript ArchivesLink to the University Photo ArchivesLink to the Archives HomepageLink to the Online Archival Exhibits The Ohio State University Archives Banner
Page Banner - What is a "Record"? And other definitions
Link to the Records Management: An Overview PageNavigation Bar Place Holder: Email Management GuidelinesLink to the eLectronic Records: An Overview PageLink to the What is a Record? And other definitions PageLink to the Records Retention Schedules PageLink to the Transfer & Destruction Procedures PageLink to the Transient Records & Non-records: An OverviewLink to the Records & Information Management Resoureces and Links PageLink to the Public Records Laws & Regulations: An Overview Page

IS EMAIL A RECORD? WELL THAT DEPENDS...

...what we have to understand is that email is not a record type or series, but is a means of conveying information similar to the Unites States Postal Service. As such its retention is based upon the content of the email message, not the fact that it is an email message.

WHAT IS EMAIL?
An email (electronic mail) message is comprised of the following components:

  • textual message
  • metadata (To, From, Subject, Time, Date, System, etc.)
  • attachments

As such each component is part of the record or non-record, as the case may be. In many instances, email has taken over the role of "general correspondence" and memorandums, as well as the telephone message. If an email message meets the criteria of a record, it must be managed as such with as much effort and vigilance as one would a "traditional" record, however, keep in mind there are only a small percentage that we have to manage for any significant period of time. Below are guidelines for:
 Link to eMail Management Guidelines eMail Management & Link to eMail Storage Guidelines eMail Storage

EMAIL MANAGEMENT:

The key to effectively managing email is to get rid of the non-records and any transient/transitory records that have outlived their administrative/legal/fiscal value as quick as possible so that one is left with a small percentage, of what they have sent and/or received, that truly needs to be managed on an on-going basis. One should approach the management of email in a manner similar to how they handle processing their "snail mail" at work and home:

  • Open the email and review the document's content; this may mean thoroughly reading the document, but more often than not, one is able to judge just by a cursory look at the document, the subject line, and/or the sender:
    • If it is a non-record, one should delete the message outright, just as one would dump the "snail mail" non-record into the trash can or recycle bin;
    • If it is a transient/transitory record, then place it in a folder or sub-folder (analog or digital) that is designated for periodic review and dispose of as soon as allowable. One might create a "Transient/Transitory" folder or create sub-folders of record type/series or projects for the transient/transitory messages.
    • If it is a record, place it in an appropriate folder by record type/series, project, retention time, or other filing schema that works for one's office/organization and allows that unit to effectively manage the life cycle of the record.
  • Categorizing and managing email is much more straightforward when we utilize intelligent and information rich "Subject Lines". Additionally, some simplistic subject lines like, "Hi!" are treated as SPAM or a potential virus containing email. Below are several examples of bad subject lines, along with good alternative subject lines that are more meaningful:
    • Bad: Minutes
    • Good: Minutes Executive Committee 20070630 OR Minutes Executive Committee June 30, 2007
    • Bad: Available?
    • Good: SIS Project Meeting Tuesday (7/4) @ 2PM - Are you available?
    • Bad: Meeting
    • Good: Seismic Project Meeting Tuesday (7/4) @ 2PM - Agenda Attached
    • Bad: Email Question
    • Good: Need advice regarding email management
  • Below are three images that conceptually demonstrate examples of email filing schema:
    • Example 1: the email is stored in folders labeled with retention time (as per OSU General Schedules) as the highest level in the hierarchy;
    • Example 2: the email is stored in folders labeled with record series (as per OSU General Schedules) as the highest level in the hierarchy.
    • Example 3: the email is stored in folders labeled with project names and/or categories as the highest level in the hierarchy.

Example #01: email filing schema by retention time Example #02: email filing schema by record series
Example #03: email filing schema by project or other category

TOP OF PAGE

EMAIL STORAGE:

What is the best way to store email? Below we discuss the near-line, on-line, off-line and near-line/off-line hybrid storage options in detail. While a near-line storage solution would be optimum, reality typically dictates one's best course of action is to utilize an on-line storage option of maintaining it in the email system, especially if the messages are retained on the server, not the desktop.

  • NEAR-LINE STORAGE: Near-line storage requires the removal of the email message, its metadata, and attachments from the email system to store it in an electronic records management system (ERMS). Since the messages are to be stored in an ERMS, it is presumed that the decision making process has been made in declaring the messages as records or non-records, and that the appropriate filing decisions are being made to effectively and efficiently manage the life cycle of the messages.
    • Advantages: Ability to "fix" and declare it as a record; automated life cycle management; ease and timeliness of access; searchability.
    • Disadvantages: Loss of functionality as an email and subsequent re-use.

  • ON-LINE STORAGE: On-line storage is the storing of email messages, along with their metadata and attachments, in the email system. If one is choosing this option, an organization should maintain its storage folders, messages and attachments on the email server or a network attached server, as opposed to a desktop computer in local folders. This is due to the fact the the servers are typically backed up on a regular schedule in an automated fashion, whereas desktop computers are rarely if ever backed up. In the event of a disaster, one needs to able to restore their records to maintain business continuity. Further, when choosing this method one has to be diligent in deleting of non-records immediately and disposing transient/transitory records as soon as possible on a regular basis, so as to not "bog-down" the email operating system.
    • Advantages: Ease and timeliness of access; searchability; re-use.
    • Disadvantages: Unable to truly "fix" email as a record; manually manage the life cycle.

  • OFF-LINE STORAGE: Off-line storage is the printing, filing and storing of e-mail messages and attachments in a paper-based filing system. One has to be deliberate in capturing both the message and its attachments.
    • Advantages: Ability to "fix" and declare it as a record; ability to integrate with other paper-based records.
    • Disadvantages: Loss of functionality as an email and subsequent re-use; potential loss of metadata; not electronically searchable and retrievable.

  • NEAR-LINE/OFF-LINE HYBRID: Near-line/Off-line storage is the "printing" e-mail messages and attachments to an electronic file format such as a TIFF image or a PDF. The resultant files can then be stored in a near-line or off-line manner (in this instance off-line meaning the desktop computer or other storage server). One has to be deliberate in capturing both the message and its attachments.
    • Advantages: Ability to "fix" and declare it as a record;electronically searchable and retrievable.
    • Disadvantages: Loss of functionality as an email and subsequent re-use; potential loss of metadata; may not actively be managed in an ERMS.

TOP OF PAGE

For additional information contact Dan Noonan, Electronic Records Manager/Archivist @ 247.2425 (noonan.37@osu.edu).