Email Policies & Guidelines

The following links to other Web sites and resources are provided for the benefit of visitors. No particular endorsement of these sites is intended or implied.


National Archives and Records Administration (NARA):




Arkansas: Electronic Record Management Guidelines for Arkansas State Government (2005)

California: Electronic Records Management Handbook: Electronic Mail (2003)

Colorado: Electronic Messaging Guidelines (2004)

Connecticut: Management and Retention of E-mail and other Electronic Messages (General Letter #2009-2)

Delaware: Acceptable Use Policy- State of Delaware Dept of Technology and Information (2015)


The Florida Bar Best Practices for Effective Electronic Communication (2015) UNDER REVISION

Hawaii: Comptroller’s Memorandum 2002-30: E-Mail Retention Schedule to Conserve Resources (2002)

Idaho: Idaho State Records Manual: Appendix 7: Guidelines for Managing E-Mail in State Of Idaho Government Agencies (temporarily removed for updating) (2013)

Illinois: Electronic Records and the Illinois Local Records Act (2001)

Indiana: E-mail Policy Development and Retention Guidelines (2009)

Iowa: Email Security Standard (2012)

Kansas: Managing Electronic Mail (2002)


Louisiana: Louisiana State Archives Policy, Electronic Mail (E-mail) Retention (2003)

Maine: Basic Email Information (2014)

Maryland: Email retention guidance and policies (2007)

Massachusetts: Electronic Mail: Information and requirements for the management and disposition of electronic mail sent and received by public officials (2003)


Minnesota: E-mail management (2004)

Mississippi: Email Standards

Missouri: E-Mail Guidelines (2001) (2001)

Nebraska: Electronic Mail Management Instructional Guide (2012)

New Jersey: Circular Letter 03-10-ST: Managing Electronic Mail: Guidelines & Best Practices (2002)

New Mexico: Records Management Requirements for Electronic Messaging (2007)

New York:

North Carolina: Digital Records Policies and Guidelines

North Dakota: Records Management for Electronic Records

Oklahoma: Consolidated General Records Disposition Schedule: Electronic Mail (2009)

Oregon: Email Policy Manual


Rhode Island: Managing Electronic Mail – The Basics (2010)

South Carolina: Electronic Records Management Guidelines: E-mail Management (2005)

South Dakota: South Dakota Municipalities Records Retention and Destruction Schedule MUN-22 Electronic Mail (2004)





Virginia: E-Mail Management Guidelines (2009)


Washington, DC: Email Use Policy (2007)

West Virginia:

Wisconsin: Public Records Laws and Email

Wyoming: Email Guidelines for Public Employees