Proper Management of E-Mail and Electronic Calendar Records
Updated 05/11/06

Federal Law requires that e-mail and electronic calendar records be managed in accordance with the General Records Schedule (GRS) and/or the applicable ITA Records Control Schedule (RCS) issued by the National Archives and Records Administration (NARA). Records in electronic format should be treated the same as records in hard copy format for retention purposes. The following steps will assist ITA staff to ensure that e-mail and electronic calendar records are managed properly. National Archives and Records Administration (NARA). 

1. E-mail and electronic calendar records are considered to be official records if they meet any of the following criteria:

• Records were made or received by an agency of the United States Government under Federal law or in connection with the transaction of public business;
• Records are appropriate for preservation by that agency or its legitimate successor;
• Records provide evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the Government; or
• Records contain valuable information.

2. Apply a common sense test, if you are unsure about the above criteria. Ask yourself the question, " Would I have retained this record if I had received it in paper copy form?" The same test applies to an electronic record.

3. Save those records determined to be official by either: printing out hard copies and filing them in the appropriate subject files; or saving them in electronic format to appropriate directories on the "C" or "home" drive. When printing or saving official records, it is necessary to also print or save essential transmission data (e.g. who sent the message, the addressees and any other recipients and when it was sent.)

4. The period of retention for e-mail messages and calendars is governed by the records control schedule. Those E-mail messages and calendar entries not considered official records may be deleted when no longer needed.

For additional information contact: Nina Harris 202-482-3585 or via e-mail at Nina.Harris@mail.doc.gov.