Louisiana Administrative Code
Title 4 - ADMINISTRATION
Part XVII - Records Management Policies and Practices
Chapter 13 - Electronic Records
Subchapter C - Electronic Mail (E-mail) Guidelines
Section XVII-1325 - Types of E-Mail
Universal Citation: LA Admin Code XVII-1325
Current through Register Vol. 50, No. 9, September 20, 2024
A. There are two broad categories of e-mail: record and non-record, based on their administrative and retention requirements.
1.
Transitory. Transitory records are records that have limited or no
administrative value to the agency and are not essential to the fulfillment of
statutory obligations or to the documentation of agency functions.
a. Examples. Transitory information can
include the following: unsolicited and junk e-mails not related to agency work,
listserv and other e-mail broadcast lists that require subscription (including
newspapers), reminders for meetings and events (i.e., cake in the conference
room, staff meeting moved from 2 p.m. to 3 p.m.), personal non-work related
e-mails received by employees.
b.
Retention. There is no retention requirement for transitory messages. Public
officials and employees receiving such communications may delete them
immediately without obtaining approval from the state archives.
2. Record. Electronic mail records
are records that have administrative value to the agency or are required to be
maintained under state or federal law for a specified amount of time.
a. Retention. The retention requirement for
e-mail records must follow suit with records with similar content found in
other media (i.e., paper, film, electronic image). In the event that the
content of the message does not fit into an existing record series on an
approved retention schedule, the e-mail should be maintained in a manner
consistent with
R.S.
44:36 and should added to the agency's
approved retention schedule if the series is expected to remain
active.
AUTHORITY NOTE: Promulgated in accordance with R.S. 44:405.
Disclaimer: These regulations may not be the most recent version. Louisiana may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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