Office of the Saskatchewan Information and Privacy Commissioner. Guide to FOIP, Chapter 6, Protection of Privacy. Updated 27 February 2023. 328 • Email messages that qualify as business records should be saved to shared repositories or other storage associated with the file in the institution’s internal records keeping system. Determine what format will best suit your access and privacy needs and meets your RIM requirements and ensure that the format is stable and difficult to alter. • When possible, avoid sending attachments. Rather, send hyperlinks to records in shared repositories to ensure that recipients have the most up to date version and to prevent potential inadvertent disclosure. • Create folders within your email to organize emails into relevant subjects for your reference purposes. This can help keep inboxes manageable and may assist with workflow. Emails that are official records should be transferred and captured in your institution’s internal records keeping system, ideally along with records they relate to, where they are retained in accordance with an approved records schedule. • Keep subject lines short and clear, using consistent naming conventions when possible. This will help both you and the recipient find information and quickly identify relevant emails. IPC Findings In Review Report 301-2017, 302-2017, 303-2017, 304-2017, 003-2018, the Commissioner found that the Ministry of Central Services (Central Services) did not have an electronic filing system for the storage and organization of emails. The Commissioner recommended Central Services develop an email management policy or procedure to ensure emails are managed in the same manner as any other records. In Review Report 035-2018, the Commissioner found the RM of Manitou Lake (the RM) had not made a reasonable effort to search for email records. The Commissioner made several recommendations regarding the management of email records including undertaking a records management project to ensure emails stored in council members’ email accounts are saved into the RM’s central records management system and recommending the RM implement an email management policy. 9. Storage of electronic records While records are in active use, they should be stored in a secure manner that allows for ease of access by authorized individuals. This is essential for responding to access requests as it can significantly reduce search time and resources. Shared drives, electronic records
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