Email messages considered transitory procedure

This procedure outlines how email should be deleted.

Governing policy: Electronic Communications Policy

Department: Office of City Clerk

Effective: September 10, 2005

Procedure

Users shall appropriately classify email transactions. If they are determined to be transitory records, users shall delete those records immediate to conserve space on the email system.

  1. The user (sender/recipient) determines whether the message is transitory. Examples include training announcements, meeting notices, publications or personal messages.
  2. The user is encouraged to destroy the message immediately to conserve space on the email system.

Roles & responsibilities

  • Users are responsible for identify and classifying email transactions and meeting the appropriate retention or destruction requirements.
  • Supervisors and managers are responsible for educating staff about records retention guidelines and procedures.

Contact us

Records & Information Management

Office of City Clerk

Phone

612-673-5256

Temporary office location

250 S. Fourth St., Room 200
Minneapolis, MN 55415

Mailing address

City Hall
350 S. Fifth St., Room 304
Minneapolis, MN 55415