Email / Communication / Electronic archiving

1. GROUP POLICY
TEAMS ONLINE LTD

2. PURPOSE
TEAMS ONLINE LTD
Framework for the effective
management of emails in accordance
with all statutory and business
requirements
Compliance with this policy
is a commitment to be first
class administration

3. EMAIL MANAGEMENT
/ DATA STORAGE
TEAMS ONLINE LTD

4. CONTENTS
TEAMS ONLINE LTD
POLICY
STATMENT
PRINCPLES
OUTCOMES SCOPE
OBJECTIVES
MONITORING &
COMPLIANCE

5. POLICY STATEMENT
TEAMS ONLINE LTD
EFFECTIVE RECORDS
MANAGEMENT SUPPORTS
ADMINISTRATION &
OPERATIONAL
EFFECTIVENESS
AN ENABLER TO THE
ACHIEVEMENT OF OUR
STRATEGIC AIMS AND
OBJECTIVES
HANDLING APPROACH
CONSISTENT WITH THE
LEGAL OBLIGATIONS AND
BEST PRACTICE PRINCIPLES
EMBODIED IN THEM

6. SCOPE APPLIES TO
TEAMS ONLINE LTD

7. emails that are
received, created,
or held in the
course of business
TEAMS ONLINE LTD

8. ICT Acceptable
Use policy
which details
email security,
content
legal liability,
acceptable use
TEAMS ONLINE LTD

9. • all
permanent
contract
temporary
staff
TEAMS ONLINE LTD

10. TEAMS ONLINE LTD
Any organization
or body acting as
agents of where
contractual
arrangements
are in place
With access to
computer system
& who use email

11. PRINCIPLES
TEAMS ONLINE LTD

12. PRINCIPLE 1
All business data held on IT
systems do not belong any
individual or group
This data should be stored in the
corporate system & be available
for operational use subject to
normal access controls
TEAMS ONLINE LTD

13. PRINCIPLE 2
‘My Workspace' is for limited personal storage
Personal emails or those containing sensitive
information should be filed in My Workspace
This area must not contain emails related to business
Regular electronic housekeeping on 'My Workspace'
to ensure that data that is no longer required is
deletedTEAMS ONLINE LTD

14. PRINCIPLE 3
When an email is sent or received
decide whether it needs to be
captured as a record
Once an email message has been
captured as a record it should be
deleted from all mailboxes
TEAMS ONLINE LTD

15. PRINCIPLE 4
Emails not retained in a
corporate system within
90 days will be
automatically deleted
from the email system
(Outlook)

16. OBJECTIVES
TEAMS ONLINE LTD

17. TO ENSURE EMAIL
MESSAGES THAT
FORM
RECORDS OF
BUSINESS
ACTIVITIES ARE
STORED
APPROPRIATELY
TEAMS ONLINE LTD

18. ENSURE A CLEAR UNDERSTANDING
PERSONAL AND COLLECTIVE
RESPONSIBILITIES
IN MANAGING EMAIL
TEAMS ONLINE LTD

19. ENSURE EMAIL MESSAGES
ARE MANAGED IN ORDER
TO COMPLY WITH DATA
PROTECTION AND
FREEDOM OF
INFORMATION
LEGISLATION
TEAMS ONLINE LTD

20. FACILITATE IMPROVED
INFORMATION MANAGEMENT
TEAMS ONLINE LTD

21. MITIGATE AGAINST THE RISKS OF
EXCESSIVE & INAPPROPRIATE
DATA STORAGE
TEAMS ONLINE LTD

22. AVOID
IMPORTANT
CORPORATE
INFORMATION
NOT BEING
SHARED (DATA IS
HELD IN PRIVATE
DRIVES)
TEAMS ONLINE LTD
OUT-OF-DATE
AND DUPLICATE
INFORMATION
USING UP
STORAGE
CAPACITY

23. OUTCOMES
TEAMS ONLINE LTD

24. Work is
conducted more
efficiently as it
will enable staff
to locate all the
information
relating to
specific areas of
the business
TEAMS ONLINE LTD

25. Work is conducted more
efficiently as it will enable
staff to locate all the
information relating to
specific areas of the business
TEAMS ONLINE LTD

26. Increase reputation
value of actively
managed systems to
comply with Freedom
of Information and
Data Protection
legislation
TEAMS ONLINE LTD

27. As Well As Taking Care With How
The Email Messages Are Written
It Is Necessary To Handle Them
Appropriately As Soon As They Have
Been Sent Or Received
TEAMS ONLINE LTD

28. WHICH EMAILS ARE
RECORDS?
TEAMS ONLINE LTD

29. Messages that might
constitute a record
are likely to contain
information about:
• Major contributions to the
development of legislation
• policy or procedures
including factual evidence
• interpretative material
relating to changes
• as well as accepted and
rejected options

30. evidence of
how far
Office
objectives
have been
met
• material that relates to
the main functions of the
Office
• its development
• including major projects
• special measures and
initiatives

31. BACKGROUND MATERIAL
along with briefing papers
to decisions, rulings, opinions
advice issued to the public, MPs,
bodies within jurisdiction, staff
text of statements, speeches,
Select Committee submissions
answers to Parliamentary Questions
TEAMS ONLINE LTD

32. public or other
notable events which
gave rise to significant
contemporary interest
or controversy
TEAMS ONLINE LTD

33. Contracts &
Contract Changes
As Well As
Procedures Used To
Select External
Suppliers

34. Measures taken to comply with
legal & other obligations and
regulations such as
health & safety legislation,
data protection act
TEAMS ONLINE LTD

35. EMAIL MANAGEMENT
AND STORAGE
TEAMS ONLINE LTD

36. Email messages can
constitute part of the
formal record of a
transaction
TEAMS ONLINE LTD

37. Individuals are responsible for identifying and
managing e-maiI messages that constitute a
record of their work
TEAMS ONLINE LTD

38. Capture at the end of the email
lifecycle, as a record, in the relevant
area of the corporate file plan
TEAMS ONLINE LTD

39. Once an email message has been
captured as a record it should be
deleted from your mailbox
TEAMS ONLINE LTD

40. Most email messages will form
part of an email conversation
string
capture as records at significant
points during the conversation
before waiting to the end of
the conversation because it
might not be apparent when the
conversation has finished
TEAMS ONLINE LTD

41. Messages can be sent to
multiple recipients
specific guidelines to
indicate who is responsible
for capturing an email as a
record
TEAMS ONLINE LTD

42. For internal email messages
the sender of an email
message, or initiator of an
email dialogue that forms a
string of messages

43. For messages sent
externally
the sender of the
message
TEAMS ONLINE LTD

44. For external
messages received
by one person
the recipient
TEAMS ONLINE LTD

45. For external messages received by more
than one person
the person responsible for the work relating
to the message
TEAMS ONLINE LTD

46. Where an email has an attachment a
decision needs to be made whether
the email message
the attachment
or both
should be kept as a record
TEAMS ONLINE LTD

47. Where further work is required on an
attachment
the initial email message and attachment will
be one record
the copy attachment used for further work will
become a separate record
TEAMS ONLINE LTD

48. THE ATTACHMENT SHOULD
BE CAPTURED AS A RECORD
THE EMAIL MESSAGE WILL
PROVIDE THE CONTEXT
WITHIN WHICH THE
ATTACHMENT WAS USED
TEAMS ONLINE LTD

49. THE SUBJECT LINE OF AN EMAIL MESSAGE
DOES NOT ALWAYS REFLECT THE REASON
FOR CAPTURING AN EMAIL AS A RECORD
TEAMS ONLINE LTD

50. Follow the naming
convention
guidelines
naming emails at
the point they are
created
TEAMS ONLINE LTD

51. ACCESS TO EMAIL ACCOUNTS
DURING ABSENCES
TEAMS ONLINE LTD

52. Planned absences (eg holidays)
'Out of Office Assistant’

53. TEAMS ONLINE LTD
Auto-reply message should
give an alternative contact
State date of return
Emails forwarded to another
member of staff
access to a mailbox should be
delegated

54. Group responsible for the same area of work
’Shared mailboxes’