Retention of Email Records in New Zealand Tertiary Institutions

Research problem: Despite its ubiquitous usage, there has been a lack of research into the New Zealand public sector’s use of Information Communication Technologies (ICT). Email records pose a particular problem, especially when their management is left in the hands of the end user. This poses a risk where the Public Records Act 2005 (PRA) is concerned. The research within this paper explores the retention and disposal of email records within New Zealand tertiary institutions so that the attitudes of information professionals responsible for the retention of email records are captured, as are the perceived risks of managing such records.  Methodology: For the purpose of this study quantitative data was collected to determine the understandings, attitudes, and concerns of information professionals. The unit of analysis was drawn from a population consisting of information professionals within New Zealand tertiary institutions. For the purpose of this research, tertiary institutions that operate as publically funded crown entities were identified. The research was undertaken with a Continuum perspective.  Results: Within tertiary institutions, the issues of email management do not appear to lie with the appraisal policies or retention and disposal schedules. Instead the main risks associated with email records stem from the original creator, or end user, being responsible for identifying what emails are records and managing them appropriately. The implementation of electronic document and records management systems (EDRMS) varied between institutions, but majority of the research participants identified them as being of importance to the capture and management of email records.  Implications: The findings show that there is a lack of empirical evidence into how the end users within tertiary institutions are treating email records. Further study is needed within tertiary institutions as well as the wider public sector regarding the risks posed by the mismanagement of email records. There is also the need for further research into the implementation of EDRMS, and how EDRMS vendors in New Zealand are meeting legislative requirements.