Millions of email messages are created and received by the University each year as email and desktop-generated documents become the preferred method for inter-office and external communication.

Email messages created or received in the transaction of business by the University are public records and must be retained for as long as they are required for legislative, accountability, business and cultural purposes.

To ensure the management of electronic records in this complex environment, specific roles and responsibilities for both users and administrators of email messaging systems are necessary.

This module has been prepared to ensure that messages sent and received via electronic messaging systems and accessed by members of the University in the conduct of their business activities and affairs, are captured and managed appropriately.

The Queensland State Government policy, "Managing Technology-Dependent Records" on which this module has been based, was issued in accordance with s.7(1)(b) of the Public Records Act 2002. This section of the Act states that "the State Archivist may make recommendations to public authorities concerning the making and preservation of public records". Under the Act, Vice Chancellors (as Chief Executive Officers of the University) are required to take all reasonable steps to implement those recommendations.

Griffith University has developed complementary internal policies and procedures to manage electronic messages (listed below) and, these policies and procedures should also be consulted for specific advice on managing electronic messages.

Griffith University Records Management Policy

Griffith University Code of Conduct

Use of Griffith University Information Technology Resources Code of Practice

Griffith University Privacy Plan

Guideline on Student Email

Griffith University Broadcast Email Policy