In a Nutshell

The following diagram explains who has the responsibility to capture an email.

In Depth

This diagram explains who has the responsibility to capture an email.

•  When an email is received from a source external to your agency, then it is the responsibility of the receiver to capture that email in either a paper-based or electronic filing system.

•  NOTE: When multiple recipients are involved, the first person on the receiving list is usually responsible for recording the email.

•  When an email is sent internally to one or more recipients then it is the responsibility of the sender to capture that email in the filing system.

•  When an email is sent to an address external to your agency, then it is the responsibility of the sender to record that email and its context in the filing system.

Questions

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Policy

Click here to link to the policy.

Management

This means all staff within your organisation may have the responsibility of capturing emails.

What induction programs of training do you have in place to make them aware of this responsibility?

What measures do you need to monitor your staff's ability to record emails?

Although all staff have the responsibility to capture emails the Chief Executive Officer of the organisation may be held accountable in a Court of Law if this action is not performed.

Record Staff