The New York State Archives has released a new set of guidelines for managing email, titled "Developing Policy for Managing Email." This set of guidelines is not an overarching New York State policy on managing email. Rather, these guidelines reflect current principles and best practices for managing email, and are intended as a common starting point for state agencies and local governments to use for formulating their own internal policies on email management. The publication is available online in web-accessible and pdf versions at http://www.archives.nysed.gov/a/records/mr_pub85.shtml

The guidelines are divided into the following sections: 

Executive Summary: States the central principles that should guide policy development for managing email. 

1. Introduction: Provides the intent of the guidelines, a brief outline of how the guidelines are organized, and definitions that are essential for examining the challenges of and strategies for managing email.

2. Principles and Best Practices: Discusses best practices that are emerging after a decade or more of email use in the workplace.

3. Policy Components: Describes the basic elements to include in any policy for managing email.

4. Model Policies: Provides three models that illustrate the management strategies, needs, and capabilities of governments and agencies, from the smallest local government to a large state agency. 

Appendix: Provides a short discussion of state and federal laws and regulations relating to records management, especially the management of electronic records (including email). 

Sections 1 through 3 and the appendix are intended to give context and meaning to the three model policies, while the three model policies in Section 4 demonstrate the range of strategies available for managing email. The models are not meant to suggest, however, that only three strategies are possible. Future revisions of these guidelines may expand to include actual policies and procedures from model email management programs in New York State. 





Ann Marie Przybyla, Manager
Records Service Development
New York State Archives
9B30 Cultural Education Center
Albany, NY  12230

Tel.:  (518) 474-5834
Fax:  (518) 486-4923
email:  [log in to unmask]

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