Email Management Guidelines for University Staff

This guide provides practical instructions for University of Edinburgh staff on managing emails as records. It outlines the importance of treating work emails as official University records and offers strategies for writing and sending emails effectively. The document emphasizes the need to create clear communications, avoid mixing personal and work content, and utilize shared drives for attachments. It details filing and deleting practices, including the importance of timely deletion of unnecessary emails and the proper storage of important messages. Additionally, the guide addresses mailbox management, advising against the use of non-University email accounts for official business and the necessity of setting out-of-office messages. It also discusses the definition of important emails and the responsibilities of staff in maintaining proper records. The guide highlights compliance with data protection and freedom of information legislation, ensuring that the University can retrieve information as required by law.