by Grace teo
We use emails to communicate our business decision. It is the platform for discussion and conclusion of major business deals. Both sender and recipient of e-mail messages have the responsibility to document their activities and those of their organizations.
It is an immediate requirement for both sender and the recipient to determine whether a particular e-mail message is a necessary part of that documentation.
Generally speaking, most received and sent emails have a very transitory value. They have no administrative, legal, fiscal, or archival retention requirements and can therefore be deleted as soon as they have fulfilled their reference purpose.
Examples of such email messages include:
Other than the above type of emails, the rest of emails will be required to be retained.
Alternatively, we could also determine if an email is a record by asking the question of does it explains, justify or document an action or decision ?
Finally, Emails which are determined as record and retained electronically, employees are responsible for making sure that their email remains accessible and readable for the full retention period. With a proper Records and Document Management System such as KRIS, the user would only require depositing the email in the correct folder in the system where the retention period would be determined upfront and set up by the management and this would become transparent to the users.
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