Overview & Purpose

Email is not only a quick, convenient means of transferring ephemeral information. Emails can be, and often are, formal business records which provide evidence of important transactions. Most of the guidance relevant to the semi-active phase of the lifecycle reflects this need to manage emails as records. Although a consideration throughout all phases it is largely in this semi-active phase, after their initial reason for creation and active use have declined, that the majority of these factors will come to light.

As the active use of the email declines so too often will the interest of the user. This can lead to a management vacuum which in turn leads to inconsistent measures being applied, or worse still no measures at all. It is important that the institution takes action to fill this void from the centre, thus protecting its interests and helping the user to operate effectively.

The contents of this section build on and augment the information provided in the Information Lifecycle - Semi-active use strand and should be considered in this light. What this section attempts to do is build on the general good practice guidance on information management covered previously and look specifically at the additional requirements for managing emails.

As such it will be of use to those tasked with managing and maintaining email services within the institution and those with an interest in the management of information and records.

The topics covered within this section include: