Welcome to the Queensland State Archives' Managing Emails that are Public Records module.
This module aims to give managers and officers in the public sector an overview of their recordkeeping responsibilities under the Public Records Act 2002.
This module will provide a quick overview of your responsibilities in relation to managing emails that are public records. Six general subjects are dealt with, and are organised under the following headings:
- Public Records
- Email Capture
- Accuracy
- Disposal
- Protection
- Management
On completion, participants will be able to...
- Identify who should capture an email
- Identify a public record as an email resulting from a business transaction
- Identify file references to be included in the message
- Identify methods of capturing the email in the corporate records system
- Identify which parts of the email should be captured
- Identify the process for disposal or deletion of emails
- Identify security issues relating to emails
- Understand how their role as a user fits into the email system
On completion of this module participants will be able to capture and appropriately manage emails generated as a result of business activities.
A quick introduction...
Millions of emails are created and received by Queensland public authorities each year as email and desktop generated documents become the preferred method for inter-office and external communication.
Emails created or received in the transaction of business by a public authority are public records and must be retained for as long as they are required for legislative, accountability, business, and cultural purposes.
To ensure the management of electronic records in this complex environment, specific roles and responsibilities for both users and administrators of email systems are necessary.
This module has been prepared to ensure that emails sent, received and accessed by public authorities in the conduct of their business activities and affairs, are captured and managed appropriately.
Did you know that...
Managing Emails that are Public Records Policy and Guidelines for Queensland Public Authorities, from which this module has been based, was issued in accordance with s.7(1)(b) of the Public Records Act 2002. This section states that "the State Archivist may make recommendations to public authorities concerning the making and preservation of public records". Under the Act, Chief Executive Officers of public authorities are required to take all reasonable steps to implement those recommendations.
However, agencies may have also developed complementary internal policies and procedures to manage emails and, where this is the case, these policies and procedures should also be consulted for specific advice on managing emails within your agency.
Queensland State Archives has developed Managing emails that are Public Records Template: Email Recordkeeping Policy to assist agencies meet their obligations and resposibilites.
Congratulations! You have completed this module.
Collect your token by dragging the book icon to the corresponding empty token slot below.
