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5-13-01     ELECTRONIC MAIL

First effective: 1993/06/07
Last revised: 1995/06/06

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GENERAL

Define recorded information management requirements for electronic
mail.

AUTHORITY

Document Disposal Act (RSBC 1996, c. 99).
Treasury Board, General Management Operating Policy, chapter 8.3.
Administrative Records Classification System, Records Schedules for
     Special Categories of Records, Schedule 102903 "Electronic Mail
     Records."


APPLICABILITY

All offices covered by the Document Disposal Act.



POLICY


1. ELECTRONIC MAIL

1.1  Electronic mail is defined as messages sent and received
electronically between terminals linked by telephone lines or
microwave relays.  Attachments to electronic messages (including
electronic attachments, transmission history, etc.) are an integral
part of electronic mail. 


2. ELECTRONIC MAIL IS A GOVERNMENT RECORD

The Interpretation Act contains a definition of a record
which includes information which is stored electronically.

Electronic mail sent or received by government equipment is a
government record.

Electronic mail is subject to the same management controls as
other government records including the disposition requirements of the
Document Disposal Act and the retention periods in approved
records schedules (including the special schedules published in the
Administrative Records Classification System (ARCS)). 
Information held in government electronic mail systems may be subject
to a request for information under the Freedom of Information and
Protection of Privacy Act (RSBC 1996, c. 165).

Electronic mail is covered by the policies and procedures of the
Government's recorded information management program (see British
Columbia Archives (BC Archives), Records and
Information Management Manual).

2.1. Records of Value

Electronic mail which is required for ongoing legal, fiscal,
audit, administrative or operational purposes must be converted to the
most suitable storage medium for retention (e.g., bond paper,
microform or electronic format).  These materials must be classified
and scheduled according to ARCS or ORCS (Operational
Records Classification System).  They are not classified as
transitory records.

2.2. Transitory Electronic Mail 

An electronic mail record which meets the criteria for transitory
records and which is no longer required may be destroyed in accordance
with the special records schedules for transitory records.  In brief,
a transitory record can be recognized by the fact that it is only
needed for a limited period of time in order to complete a routine
action or prepare a subsequent record.  Because of this, transitory
records are not integrated with other records.  For a more complete
description of transitory records, see special schedules 102901 and
102902 published in the ARCS manual and BC Archives policy 5.3/01 "Short
Guideline on Government Records."


3. RESPONSIBILITY FOR MANAGING ELECTRONIC MAIL

3.1 Ministries and public bodies subject to the Document
Disposal Act must establish policies, standards and procedures
approved by their executive that will ensure that electronic messaging
systems are used effectively for government business.

3.2 Ministry Records Officers and Corporate Records Officers for
each ministry or public body subject to the Document Disposal Act
 must ensure that staff are aware that information residing on
electronic mail systems constitutes a government record and must be
managed as such.

3.3 The BC Archives provides central support for the coordination of all
recorded information management functions associated with electronic
mail.  Inquiries should be directed to the Ministry Records Officer or
Corporate Records Officer who will, if necessary, contact BC Archives.

3.4 Public servants must use appropriate language, style, and
subject matter when writing electronic mail, realizing that such
messages may not be secure or confidential.  Messages sent, received
or stored are available for review by an authorized representative of
the Government.

3.5 Both the sender and recipient of non-transitory electronic
mail are responsible for printing a hardcopy of the transmission or
otherwise ensuring that it is retained according to approved records
schedules.

3.6 Where information not in the hardcopy record is crucial to
understanding the details of the time, date and distribution of the
electronic mail message, this information must be appended to or
annotated on the record when it is copied to paper, microform or
electronic format. 

3.7 All electronic messages which are not transitory records must
be classified with a primary and secondary number from ARCS or
ORCS to provide for the orderly filing, maintenance,
protection and preservation of records of more enduring value.


4. BACKUP COPIES OF ELECTRONIC MAIL SYSTEMS

Policies and procedures must be established so that electronic
mail information may be restored should the original be damaged. 
These "backups" must not include transitory records which
have been properly deleted by the user into a "wastebasket"
as this increases the liability of government to provide for the
storage of and access to records which are not required and which
should have been legally destroyed.


5. FURTHER INFORMATION

Consult your ministry or agency records officer if you have
questions about this policy or need additional information. 



END OF POLICY