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Email Management Guidance

One of the biggest challenges in records management is separating email with permanent value from email that can be destroyed. Given the volume of email, an email-by-email review is not sustainable. Instead, we recommend an automated or rules-based system. A popular approach, one supported by the National Archives, is the “Capstone” approach in which retention periods are determined by the role of the individual rather than the content of each email message.

In the Capstone approach, all the email of selected individuals (Capstone Accounts) are kept permanently while the email of all other accounts are non-permanent. Capstone Accounts would be those individuals who are key to the executive decisions made regarding agency interests, functions, policies, procedures or programs. Capstone Accounts are often top-level senior officials or key decision makers at any level, such as:

  • Heads of department/agency, program offices, and staff offices (including assistant secretaries, administrators, commissioners)
  • Their deputies and assistants (including special assistants, confidential assistants, administrative assistants)
  • Political appointees

Once you have identified your Capstone Accounts, you can decide how long records need to be maintained by your agency to fulfill your administrative needs. Here is some example retention language:

Description Retention
Capstone Email Accounts: [list roles with Capstone designation] Retain for [x*] after termination of employment, then transfer to the State Archives for permanent retention
All other email Accounts Retain for [x*] after termination of employment, then destroy

*[x] represents the amount of time after which the record is no longer needed by the agency. This can be years, months, or any unit of time deemed appropriate by your office/records officer.

For information on the National Archives’ approach to capstone email management, See Bulletin 2013-02.

This web site is provided as a courtesy of the Maryland State Archives. As you develop your records management program, you should consult with your agency’s Records Officer.


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