Contents Introduction... 2 Why our nhs.uk emails are changing to nhs.net... 2 How big will my NHS.net mailbox be?... 2 How big are my nhs.uk and nhs.net mail boxes?... 3 What will happen to my emails in my nhs.uk email account?... 5 What will happen when my emails migrate over to my new email account if my mailbox size is greater than 3.8GB?... 5 Action required now... 5 Deleted Items folder... 5 Empty Deleted Items automatically every time you close Outlook... 6 Junk Email folder... 7 Attachments in emails... 7 To save or delete attachments... 8 Deleting unwanted mail messages... 9 Managing Calendar Entries... 11 1
Introduction Chief Officers and senior managers of all NHS organisations are personally accountable for records management within their organisation 1. Emails are corporate memory, providing evidence of actions and decisions, and representing a vital asset to support daily functions and operations 2. Your mailbox contains all the folders and subfolders listed beneath your email address. This includes your Inbox along with other folders created by Outlook, such as Deleted Items, Drafts, and Sent Items. Your mailbox also contains any other folders and subfolders you have created yourself. Why our nhs.uk emails are changing to nhs.net In a move to standardise the email services across the NHS and to ensure that we are compliant with the Information Standards Board, Nottinghamshire Health Community will be moving its existing email services to NHSmail 2. How big will my NHS.net mailbox be? NHS.net mailboxes have a 4GB allocation. A 4GB mailbox is free to use, mailboxes larger than this incur a monthly charge. Some organisations may opt to pay for these, a request and approval process will be required for this which is being developed. 1 htt p : / / w e b a r c h i v e. n a t i o n a l a r c h i v e s. g o v. u k / 2 0 1 6 0 7 2 9 1 3 3 3 5 5 / h t t p : / / s y s t e m s. h s c i c. g o v. u k / i n f o g o v / i g a / r m c o p 1 6 7 1 8. p d f 2 All NHS records are public records under the terms of the Public Rec ords Act 1958 sections 3 (1) (2). 2
5. As an extra safety net when emptying the Deleted Items folder you can make Outlook prompt you before permanently deleting items. Scroll down to the Other section. 6. Click OK to close the dialogue box. Junk Email folder Periodically empty the Junk Email folder to save your inbox space for messages you actually want. Attachments in emails As attachments accumulate over time, they can take up a lot of space. For attachments you want to keep, save these to an appropriate area on the shared drives. You should consider whether you need to keep the attachment within the message, as saving it and then deleting it from the message (or simply deleting it from the message if you already have a copy of the file) will release space in your Mailbox. 7
There are several different ways to save an attachment held within an email. One way is as follows. To save or delete attachments 1. Open the message and right click on an attachment. 2. Remove Attachment will permanently delete it. (Start by selecting all attachments in the message to remove them all in one go.) 3. Save each attachment individually by clicking Save As. To save all attachments at once, click Save All Attachments. The Save All Attachments dialog box opens. 4. Click OK. A second Save All Attachment dialog box opens, allowing you to select where the attachments are saved on the shared drives. 8
5. Navigate to the location required and click OK. Copies of each of the attachments are saved in the location specified. Note that, at this stage, they have NOT been deleted from the message. 6. Returning to the message select all the attachments, right-click again and click Remove Attachment to permanently delete them from the message. Deleting unwanted mail messages You should regularly delete unwanted messages in your Inbox, subfolders, Deleted and Sent Items folders. Removing unwanted email clutter makes it easier for you to work with the messages you need. To delete unwanted mail messages: 1. From the Inbox or other Outlook mail folder, select the messages you want to delete: Individual messages: click on the message you wish to delete 9
Multiple continuous messages: click on the first message you wish to delete, hold down the [Shift] key and click on the last message you wish to delete, before releasing the [Shift] key Multiple non- continuous messages: click on the first message you wish to delete, hold down the [Ctrl] key and click on each of the other messages you wish to delete, before releasing the [Ctrl] key 2. Press Delete on the keyboard. A retention, storage and disposal schedule is a timetable for the planned review of all records to determine their ultimate fate, which is either: 1. Permanent retention for records having long term value for the organisation or nationally, or 2. Secure destruction of records which the organisation is not obliged to keep for legislative or business reasons. 10