Bókasafnið - 01.10.2008, Blaðsíða 45

BÓKASAFNIÐ 32. ÁRG. 2008 43
mikilvægt að eftirfylgni sé við starfsmenn innan
stofnana, svo þeir sjái að stofnunin taki lög og reglur
alvarlega. Það er ekki nóg að setja reglur, það þarf
einnig að endurskoða þær og fylgja þeim eftir.
Heimildaskrá
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Abstract
E-mail in public institutions – registration and
handling according to laws and regulations
A qualitative research was made in six public institutions
in Iceland, three run by the state and three run by the city
of Reykjavík. Participants were the institutions’ record
managers. Descriptive data was gathered by in-depth
interviews with participants and then the data was analyzed,
codified and categorized. Tables with questions were set up
and a scale from 1–5 made for easier comparison between
institutions.
The research’s objective was to gather information on the
registration and handling of e-mail in electric databases of
public institutions to see if institutions comply with laws and
regulations regarding the retention of e-mail. It was looked
at how institutions fare in retaining their e-mails and how
the retention of the institutions’ and employees’ e-mails is
controlled.
The main results were that there seems to be no
problem with the retention of e-mail that is sent directly to
the institutions’ e-mail addresses. On the other hand it can
be difficult to control the retention of e-mail, which should
be retained, that is sent to the employees’ addresses. The
results suggest that employees of four institutions out of
six do not register and retain e-mail like the law dictates.
The demands of executives regarding e-mail retention are
in compliance with the laws but only two institutions out
of six meet the main demands. It can be gathered from the
results that the four institutions, where employees do not
comply with the laws regarding the retention of e-mail,
do not have adequately defined employee responsibilities
within the institutions, have too little instruction for
employees (especially regarding laws and regulations),
insufficient support for record management from junior
executives and obscure orders for employees. It’s not
enough to make laws and regulations, they have to be
familiarized demonstrably to employees and compliance
has to be ensured. All employees, both junior executives
and others, must understand that the institution takes laws
and regulations seriously.