1. Classifying emails presented by Records Management
Records Management Secretary of State Tre Hargett
April 4, 2017
Our mission is to exceed the expectations of our customers, the taxpayers, by operating at the highest levels of accuracy, cost-effectiveness, and accountability in a customer-centered environment.

2. Email or Text as a Record
and text are methods of delivering a record.
The type of record is defined by the content of the message.
The message is then governed by the appropriate RDA.

3. Which RDA?
Determine the RDA by the content, some items will be covered under statewide RDAs and others under agency specific.
s regarding contracts will fall under SW12 Contracts. Grants are under SW21.
Agency RDAs such as correspondence referring to specific lab tests would fall under that specific RDA.

4. Temporary Records SW16
Temporary Records are material which can be disposed of in a short period of time as being without value in documenting the function of an agency.
Documents that are of no value, because they do not go into detail about the subject. For instance, “ Are you available to meet sometime soon ?”
Retention under SW16 is administrative value.

5. Working Papers SW17
Working papers are used to produce a record in its final form.
Working papers are those records that have no evidential or informational value once an action has been completed and do not relate to significant steps taken in preparing the final record.
Retention under SW17 is one year.

6. Preservation Methodologies
Electronic File: Move the or text into a computer filing system that will preserve it according to the RDA. Sometimes this is part of an complete software system. Subdivide by the appropriate year matching the RDA cut off.
Paper Printing: Print off the s/texts and then file them in cabinets under the appropriate RDA. Store as you would the other paper files.

7. Destruction
Critical to destroy these records as in the same manner as other items in the records series. If it is confidential then it needs to be destroyed according to the same methodology.
Destroy items according to the retention period and do not destroy earlier, or later.
Legal Holds still apply and records held for litigation, audit, or public records requests may not be destroyed.

8. Questions?