Your organisation's information and records management policy should cover email systems and how to manage email.
Have business rules and procedures to guide staff. Use clear, easy-to-follow guidelines.
Guidelines on saving emails should include advice on:
- which emails need to be saved into another system
- who is responsible for saving emails – the sender, the receiver or someone else
- which formats and processes should be used when saving emails
- how emails should be titled when saving them into another system
Guidelines on managing emails should include advice on:
- how email attachments should be managed – whether they’re saved as part of the email or as separate documents
- where emails should be stored – into which system and where in the system
- who is responsible for shared mailboxes or public folders, and how they should be managed
- how email threads or conversations should be managed, and when they should be saved into another system
Guidelines on deleting emails should include advice on which emails can be deleted and when.
Once your organisation has decided on its email policies and procedures, tell staff about them. You will need a continuing program of communication and training to remind people of their responsibilities and the right procedures – and to ensure that new staff know what they need to do. Spread the word through your induction program, staff newsletters and the intranet.