Do electronic mail records require the same retention policy as other records?

Do electronic mail records require the same retention policy as other records?

• A. Yes
• B. No
• C. Only if saved on servers
• D. It depends on department

Answer: (A)

Electronic mail messages that document official agency business are records and must be retained under the same schedule that governs other records. The format doesn’t change the obligation—the retention period is based on the record’s content and importance, not on whether it’s paper or email. So, if a paper document would be kept for a certain number of years, the email version containing the same information should be kept for the same period as part of the agency’s records. Personal or non-record emails aren’t subject to the same retention rules, but anything that qualifies as an official record should follow the applicable retention policy.

Electronic mail messages that document official agency business are records and must be retained under the same schedule that governs other records. The format doesn’t change the obligation—the retention period is based on the record’s content and importance, not on whether it’s paper or email. So, if a paper document would be kept for a certain number of years, the email version containing the same information should be kept for the same period as part of the agency’s records. Personal or non-record emails aren’t subject to the same retention rules, but anything that qualifies as an official record should follow the applicable retention policy.