1. A. It is the responsibility of the user of the email system to manage email messages according to their agency's retention schedule.

   1. 1. Names of sender, recipient, date/time of the message, as well as any attachments must be retained with the message.

2. B. When an email is sent to multiple recipients in the transaction of official business:

   1. 1. The creator of the email must retain the email and consider it a record.
   2. 2. If the recipient of the email takes any action in response to the email, the recipient must retain the email and consider it a record.
   3. 3. If the recipient receives the email for information purposes only and does not take any action in response to it, the email is considered transitory and may be deleted. Agencies are encouraged to use the “cc” designation to indicate to the recipient they were included for information purposes only.
3. C. User responsibilities may be mitigated by the use of a server level automated classification system.

Authority Note

AUTHORITY NOTE: Promulgated in accordance with R.S. 44:405.

Historical Note

HISTORICAL NOTE: Promulgated by the Department of State, Office of the Secretary of State, Division of Archives, LR 29:959 (June 2003), amended LR 51:1879 (November 2025).