The management of email is supported by the University's recordkeeping strategy and program and internal policies, procedures and guidelines.

The University has policies on the management of email messages. It is your responsibility to ensure you are aware of your responsibility under these policies.

• Overall accountability for recordkeeping lies with Vice Chancellor (as Chief Executive Officer of the University). Operational roles and responsibilities are shared between organisational units, the University's Corporate Archives and Records Management Services (CARMS) unit and information technology coordinators (sometimes also assuming the role of chief information officer) and internal and external auditors.
• However, the effective management of email requires the coordinated efforts and support of individuals involved directly and indirectly with message creation, transmission and receipt processes.

This linked diagram illustrates the role of the end-user and how they contribute to the email messaging system.

	Management
	The University records management unit (CARMS)
	Other staff of the University
	All parties should be involved

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

• Do you know the minimum requirements for compliance with the principles of Information Standard 40 and Information Standard 41?

Please refer to this standard to determine if the University would meet the minimum requirements for compliance.

Policies and guidelines for managing email messages should consider:

• The legislative and regulatory environment;
• Griffith information and recordkeeping policies and strategy;
• The corporate ownership of the email messaging systems and the transactions which occur on them;
• Conditions of use of the email messaging system including any private use;
• Assigning responsibility for the capture of email messages into recordkeeping systems and user guidelines to support the process;
• Assigning responsibility for determining what value email messages have and how legal disposal can occur; and
• Security, access and other general facilitative information.

Recordkeeping programs should be:

• Identifiable from all other corporate programs;
• Supported by corporate policy;
• Planned;
• Arranged with formal responsibilities which are appropriately assigned;
• Appropriately located within the organisational structure of the public office;
• Organised according to the needs and structure of the public office, the nature of its business and the prevailing technological and regulatory environments;
• Staffed by personnel with appropriate skills;
• Implemented throughout the organisation; and
• Regularly measured with compliance audits in relation to recordkeeping standards, policies and procedures.