Email messages must be captured into the University's recordkeeping system as routinely and as automatically as possible.

Griffith has implemented the ‘Recopy’ system to facilitate the capture, archiving and retrieval of business-related email messages.

• Electronic recordkeeping should be incorporated into all University business activities conducted in the electronic environment, including electronic service delivery and e-commerce activities.
• At Griffith, email messages required as evidence of business activity are captured, stored, and managed in the University's recordkeeping system via recopy@griffith.edu.au. This process is described in detail below.
• Email messages need to be captured into a recognised recordkeeping system where they can be managed as records, not merely as a communication interchange.
• Email messages with appropriate contextual detail may be printed or transcribed and filed into a paper-based recordkeeping system. These details should include as a minimum: author, author's title and organisation, receiver, receiver's title and organisation, date and time of sending or receipt of the message.
• To capture records using recopy, simply include recopy@griffith.edu.au as one of the receivers of your email message in the cc: field.
• Send a copy of the email to CARMS at the same time you send it to the addressee. It is easier to place records on file if each is individually dated rather than to receive numerous emails which might all relate to one topic but which cover, say, a six-week period.

	The author, their title and organisation
	The receiver, their title and organisation
	The date and time the message was sent
	All of the above

Griffith University Records Management Policy