As part of Records and Information Management Month, the Division of Information Technology and K-State Libraries are sharing information about various topics related to records and information management. This week’s focus is on email records.
Every K-State employee is individually responsible for handling and maintaining records (including University email and other electronic records) under University policy and requirements. Emails are records that may contain evidence of official University actions, decisions, approvals, or transactions. Therefore, email is subject to the State of Kansas statutes, KSA 45-401 through 45-414, which apply to preserving and destroying records.
Emails to Retain
Emails that contain the following types of information have specific retention periods:
- Policy and procedure directives
- Substantive decisions regarding matters of University business
- Legal, discipline, or audit issues
- Approvals for purchases, HR decisions, and other actions to be taken
- Financial records, including invoices and receipts
- Final reports or recommendations
- Student advising files
- Documentation of departmental/office actions, decisions, operations, and responsibilities
Emails to Delete
The following emails can be deleted:
- Preliminary drafts
- Routine replies/requests for information
- Emails sent as reference or for informational distribution
- Emails used to set up or accept meetings
- Announcements
- Acknowledgments
To learn more about email retention, view the following:
- PPM 3090: Retention and Records policy
- Email Records Frequently Asked FAQs
- Identifying Records
- Records Retention Schedule
For more information, contact Ryan Leimkuehler, University Records Manager, at rleimkue@ksu.edu.
