In a Nutshell

Content must be maintained in a logical order to ensure the integrity of records.

Content is the information contained within the email.

In Depth

• When sending an original email and attachment, the whole attachment should be captured, not just the link or shortcut as this may change over time. However, if you are forwarding on an email and attachment that has already been sent to you, then just the link or shortcut can be captured.
• Capturing attachments is not always an efficient use of network capacity and, as a result, your agency may have a policy limiting the size of documents to be captured. You will need to consult your agency's policy on this matter.
• If you are forwarding on a document to which you have made an addition or amendment, then that whole document will need to be captured in the appropriate file in the recordkeeping system.

The following diagram explains how records can be captured in the recordkeeping system through a single point of capture or through user initiated capture. You will need to consult with your agency to determine which method they have chosen to capture records.

Questions

Click here to check your understanding.

Policy

Click here to link to the policy.

Management

Do you have a network policy restricting attachment size?

If so, how does this impact on your ability to capture the entire email?

Record Staff