Is an email a record?
Sometimes, it really depends on the purpose of the email. Remember that an email is just the format of the record or document. To determine if an email is a record we must consider the content of the email.
What is the most common type of email?
Most e-mails are transitory and can be destroyed after they are no longer useful.
Do I need to keep all copies of an email?
No, but you will likely want to keep the entire email thread and any associated emails not contained within the thread that provide further additional information about the topic of discussion contained within the original email.
Who is responsible for email destruction?
Each member of the University Faculty, Staff and Administration has the responsibility for the destruction of their own email in compliance with university email retention policy as well as other University Policies (e.g. Litigation Discovery policy).
Are any of the emails I send from my private email account considered business records?
Yes, any record you send from your private email account related to university business is a university record.
Where can I find the retention of emails on the TWU Records Retention Schedule?
Emails are not specifically mentioned in the TWU Record Retention Schedule because email is a format of a record. Look at the content of the email in order to categorize it. Try to determine if your email correspondence is transitory, administrative, or general.
My department has scanned many of our paper records. Do we need to keep the paper records after we have created an electronic original record?
No, the department can destroy a paper original after scanning it to create an electronic original record. The departments electronic record must meet the minimum requirements for electronic state records in Texas. However, if you have records that are designated as needing to be transferred to the University Archives please retain the paper copy for transfer purposes.
Can I just scan all the records in my office and keep them electronically?
Scanning paper files for digital use and storage does not change your records management responsibilities for those materials. It is important to ensure that the records are still securely stored and disposed of according to the TWU Record Retention Schedule. Also, you must meet the minimum requirements for electronic state records in Texas.
If you need to save space, our first suggestion is to do an inventory of the records you have and organize them. This will give you an idea of the type of records you have and you may find that you have many records that can be discarded or transferred to the University Archives. If you still want to go ahead with scanning, let us know: we cannot provide help with digitization but we can provide tips and suggestions on imaging standards, file formats, and digital preservation.
My department keeps some records in electronic format. Do we still need to follow the retention period on the Records Retention Schedule?
Yes, electronic records are treated the same as any other record and they follow the TWU Records Retention Schedule. You are tasked with making sure the electronic record is deleted once the retention period is over or stored in a format that can be permanently retained.
Should I handle electronic documents differently than paper documents?
Electronic records are handled the same way as paper records including retention. Electronic files should be managed by their content, not their format. Whether or not you keep a file depends on its value, subject, and function.
The difference with electronic files from paper records is that they are particularly fragile due to hardware and software obsolescence, unstable media formats, and the ease with which files can be erased either knowingly or unknowingly. A consistent backup plan is essential to the preservation of digital materials. Long term preservation requires migration across software versions and media formats.
What is the proper way to destroy electronic documents (e.g. Word documents, Excel, pdfs)?
Simply delete the electronic documents.
What about the disposal of electronic records?
Electronic records fall under the same guidelines as paper records. This includes any media that is used by the department, such as computers, drives, disks, tapes, microfilm, microfiche, etc., and emails.
More information on methods used to destroy electronic records.
My office is looking at going paperless. Are there any kind of minimum requirements for electronic state records in Texas?
Yes, this is minimum requirements for electronic state records in Texas:
A. Each state agency must:
B. Any technological component for electronic state records developed, used, or acquired by a state agency must meet the following requirements:
Source Note: The provisions of this Section 6.94 adopted to be effective August 31, 2017, 42 TexReg 4285