Managing Emails
Managing Emails as University Records
Email is one of the primary ways we conduct university business, but Outlook is not designed to be a permanent record repository. Storing administrative records in Outlook creates privacy risks, clutter, and difficulties locating files when needed for daily work, FOIPOP requests, or legal holds.
Once an email thread contains university business decisions, approvals, or operational transactions, it becomes a university administrative record and must be saved to an approved central repository.
Why Email Management Matters
Following these best practices ensures that:
- Compliance: University administrative records are captured according to the Records Management Policy and DalCLASS.
- Legal Readiness: Critical records remain accessible for legal holds, audits, and FOIPOP (Freedom of Information and Protection of Privacy) requests.
- Security & Privacy: The risk of privacy breaches is minimized by keeping sensitive communication out of personal inboxes.
- Collaboration: Teams maintain controlled access to shared departmental knowledge in central locations.
Identify What to Keep vs. Delete
Before organizing your email, distinguish between administrative and transitory records.
Rule of Thumb: If an email documents a decision, approval, project milestone, or policy application, save it. If it is temporary or informational only, delete it.
Official Administrative Records (SAVE)
Emails and attachments that document university operations, including:
- Formal approvals and authorizations
- Project communications and deliverables
- Policy development or operational decisions
- Financial or contractual agreements
Transitory Records (DELETE)
Temporary records needed only for a short time to complete a routine action, such as:
- "Thank you" notes, RSVP confirmations, and meeting logistics
- General announcements, newsletters, and informational CCs
- Drafts, working notes, or convenience copies where another office holds the primary record
Save Administrative Emails to a Central Repository
When an email thread concludes or reaches a key decision point, export it to your department's designated university-approved storage (such as a shared drive or SharePoint folder). Once saved, the exported file becomes your unit’s administrative record, and the email can be deleted from Outlook.
- Convert the Email to PDF: Open the email thread in Outlook. Go to File > Print, select Adobe PDF from the printer drop-down list, and click Print. This creates an electronic PDF version without printing paper.
- Save to an Approved Repository: Save the PDF in your department's shared folder structure (e.g., inside the specific project or functional folder). Use clear, consistent file naming conventions.
- Apply DalCLASS Coding: Apply the appropriate DalCLASS classification code to the folder or record to establish its required retention period. Once saved, permanently delete the email thread from Outlook.
A note on legal holds and access requests: If an email is part of an operational or legal hold, or a FOIPOP (freedom of information) request, it must remain accessible and be retained according to the applicable requirements — even if it would otherwise qualify for deletion as transitory. If you're not sure whether a hold applies, check with your unit lead or contact the Records Management Office before deleting anything from that period.
Need help or have questions?
For guidance on classifying or retaining records, contact the Records Management Office at dalrm@dal.ca