Email, Texts, IMs, and Other Electronic Communications
As with any other kind of record, the retention period for these types of electronic messages is based on the content of each individual message.
The vast majority of messages sent and received have a transactional value. They may request or provide information but don’t serve any legal or financial purpose for the College. You may delete transactional messages as soon as a reply is given/received or as soon as you no longer need it for reference.
- Routine replies/requests for information
- Messages used to set-up or accept meetings
- Announcements/Acknowledgements
- Automated notifications
Messages that inform decision-making or could potentially be relied upon legally or financially are substantive and must be retained as per the General Retention Schedule. Examples of substantive records include, but are not limited to:
- Policy and procedure directives
- Legal or audit issues
- Approvals for purchases, HR decisions, or other actions to be taken
- Final reports or recommendations
- Grievances, disciplinary actions, and petitions/waivers
- Documentation of departmental/office actions, decisions, operations and responsibilities
