What are the benefits of classifying emails and keeping them in recordkeeping systems?
Benefits to the individual include: • access to the records needed to perform a job. The email is registered and classified in a recordkeeping system, making it accessible and manageable • having email and all related records linked together to produce a complete file. If records are scattered, such as when emails are saved to individual email accounts, a complete file is not possible as there is no common access to the emails. Benefits for the organisation include: • the email being disposed of in accordance with approved disposal authorities, • all staff can easily locate records when required, and • email server space is reduced by the routine deletion of all emails, as official records are accessible from the recordkeeping system.
