Retention of Email

A. An email is classified into a record series based on its content not its format. Email should not be treated as a single records series for retention scheduling purposes. Email should be incorporated into existing records series maintained by an agency. B. An email must be maintained for the full time period specified in the retention schedule for its associated records series. C. Agencies may adopt a Capstone or modified Capstone approach to email management and categorize and schedule emails based on the work and/or position of the email account owner. Agencies should refer to NARA Bulletin 2013-02, “Guidance on a New Approach to Managing Email Records” or any superseding guidelines developed by the same authority. AUTHORITY NOTE: Promulgated in accordance with R.S. 44:405. HISTORICAL NOTE: Promulgated by the Department of State, Office of the Office of the Secretary of State, Division of Archives, LR 29:958 (June 2003), amended by the Department of State, Office of the Secretary of State, Division of Archives, LR 51:1878 (November 2025).