Are there special requirements for retainin e-mail messages as Records?
The basic requirements that apply to all records apply to e-mail records as well. However, there are some specific requirements for records made or received through e-mail. You should make sure that: • the e-mail record includes transmission data that identifies the sender and the recipient(s) and the date and time the message was sent and/or received; • then e-mail is sent to a distribution list, information identifying all parties on the list is retained for as long as the message is retained; and • If the e-mail system uses codes, or aliases to identify senders or recipients, a record of their real names is kept for as long as any record containing only the codes or aliases. • Example, if you are communicating with someone via the Internet such as a researcher, and their e-mail address does not indicate who they are (e.g., the address is JerryR@…) then a record must be kept of who they are. This might be done simply by always including their full name in the body of the message.
