Email messages created or received using TxDOT resources and/or during TxDOT business that are associated with the records retention requirements are considered official records. Most email records have a short-term value. Because of volume, email presents a potentially expensive liability in terms of discovery or open records requests.

CAUTION: Email can be considered an official record and should be defined by its content according to the Records Retention Schedule.

Records Management best practices recommends emails which are considered official records should be memorialized or produced, transcribed, and preserved on a government-designated storage location.  Email folders and their contents are routinely eliminated when employees depart.

In the absence of technology-based enterprise email and electronic records management applications, management of email records must begin with basic techniques that include organization of the records, employee training, and establishment of routine management procedures. Reliance on manual methods of email management is the least desirable approach, but lack of technological solutions should not deter efforts to responsibly manage these records.