Active and Inactive Records

To determine if a record is active or inactive, the following formula is helpful.

• Active equals fiscal year.
• Semi-active equals through audit period.
• Inactive equals remainder of retention period.

E-mail Records

Electronic mail (e-mail) is primarily a communication system. Individual e-mail messages may be public records with legally mandated retention requirements, or may be information with no retention value. E-mail messages are public records when they are created or received in the transaction of public business and retained as evidence of official policies, actions, decisions, or transactions. Such messages must be identified, filed, and retained just like records in any other format.