Policies and procedures set the standard for a compliant records management system. They should include the management of all records and media types, including email. Your company may have separate policies for records retention, active files, unused files, emails, and several other areas of information management.
Records management is defined as a field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use, distribution, storage and disposal of records.
The purpose of this Records Management Policy is to ensure the creation, management, retention and destruction of records result in complete, usable and reliable records, which are capable of supporting the organization’s functions and activities and which ensure accountability for as long as is required.
A good Records Management Policy must give impetus to the following fields;
- Policy and legal Framework
- Policy Framework: Purpose, Policy Statement, Scope, Policy Objective
- Define Various Programs: Records management, Mail Management, Electronic Records, Vital Records
- Status of Various other inhouse policies that link with records management policy
- Staff Guidance
- Review of the Policy
- Index: Definitions etc
See this Draft National Policy on Records management Here