2.2 Public records – disposal/retention

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2.2.1 External emails adding information to a matter (decision/enquiry) are public records and should be preserved or discarded according to the retention plan. Examples:

  1. An answer containing an assessment of a specific issue, f e validation of qualifications
  2. Adding facts to a specific matter
  3. Grounds for registration of a student

The premiss for public records is that they are to be preserved. That means that in order to discard emails under 1.2, it has to be allowed according to the disposal and retention rules. These are presented in the retention plan, which is available in Swedish on the Staff portal on the page Arkiv och diarium under ”Bevarande och gallring”.

The retention plan contains information about what should be preserved or when information may be discarded, e.g. after 2 years, 10 years or, if the information is of temporary value, when it is estimated that it is no longer needed. It often also states where records should be archived or filed.

2.2.2 Examples of external emails of temporary value that can be discarded when they are no longer necessary:

  • Simple questions and answers (often replaces a phone call)
  • Emails you receive because you are on a send list for various types of information, collaboration groups within a sector etc.
  • Invitations to meetings
  • Practical questions and answers about lectures, registration, general student service etc.
  • … (the list is not complete)

Disposal of records and documents that are only of temporary value means that the information; or in this case emails with attachments, are disposed of when they are no longer necessary in the daily work. Whether they are necessary or not is up to each employee to decide. Consider for how long you or a colleague, if you shouldn’t be available, would need access to the information. A month? Until the end of term? Or not at all? You may then create folders based on that assumption which enables you to discard a whole folder at the time. For example, if the folder for September needs to be available for another month it can be discarded in November 1st, or if the folder for spring term 2019 needs to be available until the end of the term it can be discarded at the beginning of the autumn that same year.

According to the retention plan, information that is to be preserved should be archived and/or registered accordingly and then deleted from the email system, which is not an archive, - Please note that nothing will be archived directly from the system.

If you, need to keep a copy of it for other purposes, after the email is stored correctly or have been discarded, you have to discard it when you no longer need the information. Consider GDPR and save only what you actually need. If you only need the attachments for your work, save them in your folders and delete the actual email.