Visit www.ufv.ca/secretariat to learn about transitory records and identifying records in your e-mail inbox for secure destruction. E-mails are considered records and managing records in your inbox is an essential practice of good records management. Visit the Records and Information Management (RIM) online resources for a guide on how to identify transitory and business e-mail records.
When e-mails are sent or received in the conduct of university business, they become official records of UFV, and must be managed in accordance with university records retention schedules, policies, and processes. E-mail is the most common form of business communication for the university. The guidance is intended to inform good practice and procedure in the identification, use, and management of e-mail as records.
Any e-mail that is processed through the university’s servers may be subject to the Freedom of Information and Protection of Privacy Act (FIPPA). RIM will help UFV employees manage their e-mail records and be aware of privacy and disclosure issues. Just like its paper counterparts, un‐managed e-mails can present legal risk and expense to the university if it is stored beyond its retention period.
Types of e-mail records:
- Official university records: e-mails that contain administrative, operational, legal, historical, or business value.
- Duplicates or convenience copies
- Short-term reference records
- Transitory information and spam
Not sure whether or not an e-mail is an official university record? Contact the Records Manager for assistance.
https://ufv.ca/secretariat/records-management/managing-e-mail-records/
For more information, contact Records Manager Jennifer MacDonald at jennifer.macdonald@ufv.ca
03/02/2036