Classifying Email 

The first step in managing email is classifying messages and/or their attachments in one of three categories:
transitory, non-transitory, or executive (administrative).
  • Transitory
     email messages have content of temporary usefulness and do not need to be regularly filed in a record keeping system.  Transitory messages may be needed for a limited period for the completion of a task or action.  Examples include routine messages that do not fulfill statutory obligations or document specific agency (business) transactions or functions, such as meeting notices or transmittals that add nothing of value to attachments.
For a definition of transitory information please refer to the Records Retention Schedule per Agency Item Number ADM05. Transitory information can be deleted from the email system once the usefulness has been completed. The disposal of transitory information does not require a
1420 Records Destruction Form
.
CAUTION: Records involved in an audit, investigation, litigation holds, or open records request must be retained in their native format and cannot be destroyed until the conclusion of the action involving those records.
  • Transaction-related
     email messages such as memos or reports, relate to specific business functions or transactions much be filed with the appropriate Agency Item Number.  The content or properties of this email document fulfillment  
Transaction-related email messages that are considered non-transitory will fall under other record series per the Records Retention Schedule.  All non-transitory information should be memorialized or produced, transcribed, and preserved on a government-designated storage location.   
Some examples of non-transitory information in the 
Records Retention Schedule
 include Building Construction Project Records (DEC02) and Building Plans and Specifications (DEC03). 
  • Executive or Administrative
     email messages are typically subject to State Archives review per the Records Retention Schedule, Agency Item Number ADM01.  Requirements include communications at executive or program administration levels of the agency operations that document:
    • Fulfillment of statutory obligations, 
    • Policy or procedural development or implementation, and/or 
    • Program administration transactions or functions, including formulation, planning, implementation, interpretation, modification or redefinition of programs, and services or projects and the administrative regulations, policies and procedures that govern them.