How should email be captured?
The basic requirements covering all records also apply to email messages. Messages sent should be captured as part of the send process to ensure the original has not been modified in any way. However messages are stored, you must be sure they can be accessed independent of an IT application. In addition, follow these guidelines when saving email: • However you store the email, be sure it includes the full sender name, recipient, date, and time the message was sent or received • If a message was sent to a distribution list, be sure individuals on the list are clearly identified • If you are the sender on an email record, enter a subject line that clearly describes the message content Options for storing email include: • Save them on DocuShare or another electronic library system • Save them to a shared drive • Print them out and store them in a paper file • Keep them on your hard drive (while this is an option, it should be used only if the choices above are not available and only if th
