Email messages must be disposed of according to approved Retention and Disposal schedules.

The record of an email message that relates to a business transaction must not be deleted, or altered without first consulting the General Retention and Disposal Schedule for Queensland Universities approved by the State Archivist.

If in doubt contact the Griffith University's records management unit, CARMS via carms@griffith.edu.au.

• Prior to any automatic or manual overwriting or deletion occurring, email messages are to be appraised and a determination made as to their value and any requirement for ongoing retention. This determination is generally known as a Retention and Disposal Schedule and outlines the period of time for which a record must be kept. The University uses two main Schedules: General Retention and Disposal Schedule for Queensland Universities and General Retention and Disposal Schedule for Administrative Records.
• Disposal is subject to internal procedures and requires the approval of CARMS, or the approval of the individual with delegated authority for disposal. At Griffith University, this individual is the Pro-Vice Chancellor (Administration).
• If you relate and attach electronic messages to existing corporate files, they will automatically 'inherit' the retention timeframe for that existing file. Thus, it is important that you conduct a search to ascertain if your electronic message is part of an existing corporate file.
• Generally, electronic messages will have the same retention period as similar records in other media.
• In cases where no retention period exists for a class of records, approval from Queensland State Archives must be sought through CARMS.
• Regular and appropriate disposal of email messages should take place to avoid overloading systems resulting in possible unplanned or indiscriminate deletion of records by end users and electronic message administrators.
• On transferring or ceasing employment, employees, contractors or other personnel employed by the University are required to ensure their electronic messages are appraised, captured and preserved in the University's recordkeeping system.

	If a file already exists, then a decision will have already been made as to how long messages within that file should be kept
	To avoid making lots of files that may take up storage space
	If the file aready exists then you don't have to record your electronic message
	All of the above

Griffith University Records Management Policy

The retention period for multiple copies of the one message is determined during the appraisal process and is documented in a Queensland State Archives approved Retention and Disposal Schedule.

The University currently employs effective techniques for ensuring permanent destruction of email messages that are appraised as having no further value according to valid and approved disposal authorities.