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.

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 complimentary 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.