pasobhelp.blogg.se - Transmit a document electronically

if the e-mail system uses codes, or aliases to identify senders or recipients, a record of their real names is kept for as long as any record containing only the codes or aliases.

when e-mail is sent to a distribution list, information identifying all parties on the list is retained for as long as the message is retained and.

the e-mail record includes transmission data that identifies the sender and the recipient(s) and the date and time the message was sent and/or received.

However, there are some specific requirements for records made or received through e-mail. Are there special requirements for retaining e-mail messages as records?Ī1. The basic requirements that apply to all records apply to e-mail records as well. SECTION B: RETAINING THE COMPLETE E-MAIL MESSAGE Contract terms should ensure that contractor systems satisfy legal requirements for creating and maintaining adequate and complete records of DOI transactions when those transactions are carried out by contractors. Do these guidelines apply to DOI contractors?Ī7. Yes, these guidelines apply to DOI contractors and other agents, as well as DOI employees. This policy should be available in the form of recordkeeping requirements for the type of work you are doing. Follow your Program Office's policy concerning what drafts you must keep. If I'm working on draft material, is it sufficient for me to save just my last draft?Ī6. In some cases the last draft may be sufficient, and in other cases not. If you receive a message only for information and do not take action related to it, your copy would not be a record.

If the record is in your office's official files, then your copy is not a record and you may delete it. If you take any official action related to a message, and if the message is needed for adequate and complete documentation of the action, the message would be a record in your office, regardless of whether copies are retained elsewhere. Different copies of the same message may be records. If an e-mail record is sent to several recipients, which copy is the official record?Ī5. It depends. Many types of records, such as manuals, reports, photographs, and maps, do not contain signatures, but they can still be records. How can e-mail be an official record if it is not signed?Ī4. A signature does not make something a record. Consider the nature and sensitivity of the message, the technology involved, and the persons with whom you communicate when you decide to use e-mail for business. However, you should use e-mail for business only when you are reasonably sure that the message will not be altered after transmission.

Are e-mail systems reliable enough for transmitting official messages?Ī3. Yes, e-mail systems are highly reliable for transmitting messages. Both the sender and the recipient have to determine whether a particular e-mail message is a necessary part of that documentation. The reason is that both sender and recipient of e-mail messages have the responsibility to document their activities and those of their organizations. Do I have to manage incoming and outgoing e-mail as records?Ī2. Yes, you should apply the standard described above to both incoming and outgoing e-mail. You should treat e-mail messages the same way you treat paper correspondence.Īn e-mail message is a record if it documents theDOI mission or provides evidence of anDOI business transaction and if you or anyone else would need to retrieve the message to find out what had been done or to use it in other official actions. If you have questions about e-mail, please contact the bureau/office Records Officer or the Departmental Records Officer.Ī1. New questions and their answers will be added to this list as they are received. The document is divided into five sections dealing with questions that have been raised about e-mail. This document informs DOI employees of their responsibilities for managing records made or received through electronic mail (e-mail).