What records management responsibilities do individual employees have for the electronic records they create?

Every employee who creates email, documents, spreadsheets, chat messages, or other digital content is, in practice, a recordkeeper. Records management is not solely the job of a designated records officer; the people who generate information carry day-to-day responsibility for handling it correctly. Those responsibilities tend to fall into a few clear areas.

Recognize what counts as a record

The first responsibility is simply recognizing that a record exists. A record is information created or received in the course of business that documents an activity, decision, or transaction — regardless of format. That includes email, instant messages, collaboration-platform posts, and attachments, not just formal documents. Employees should treat substantive work communications as potential records rather than disposable chatter.

Capture and organize records properly

Records should be saved in approved systems or shared locations rather than left in personal drives, individual inboxes, or local desktops where others cannot find them. Good practice includes using consistent file naming, applying any required labels or categories, and ensuring a record is complete and readable. Capturing records in the right place keeps them findable, authentic, and usable over time — a core goal of recognized recordkeeping standards.

Retain and dispose according to schedule

Employees must keep records for as long as their organization’s retention schedule requires and avoid deleting them prematurely. Equally important, they should not hoard everything indefinitely; over-retention creates cost and risk. Records eligible for destruction should be disposed of only through approved processes. When a legal hold or investigation is in effect, employees must preserve relevant records and suspend any normal deletion.

Protect sensitive information

Records often contain personal, confidential, or otherwise protected information. Employees are responsible for applying appropriate access controls, sharing records only with those who need them, and following privacy and security policies. Mishandling sensitive electronic records can expose individuals and the organization to real harm.

Know and follow policy

Finally, employees should understand their organization’s records policies, complete required training, and ask the records or information-governance team when unsure. When questions arise, the electronic records topic hub and your internal policies are good starting points.

In short, individual employees are responsible for recognizing records, capturing them in the right place, retaining and disposing of them on schedule, protecting sensitive content, and following established policy.