Are there special requirements for retaining 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; • when 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. For example, if you are communicating with someone via the Internet (e.g., a grantee or 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 t
