Email Records: AI Label Prompt Examples

If you have started setting up the AI-powered labeling feature in Google Workspace Studio, you have seen Berkeley Lab’s baseline prompt for identifying email records. The baseline prompt establishes the minimum criteria for distinguishing official records from non-record communications. It focuses on messages that document decisions, approvals, direction, rationale, and other substantive business content.

The baseline prompt is intentionally conservative to support compliance and reduce the risk of under-retention. It is meant to be a starting point, not a one-size-fits-all solution. Because roles and communication patterns vary across the Lab, users are encouraged to tailor the prompt to reflect their specific job functions and recordkeeping obligations.

This page includes the baseline prompt and several customizable templates you can copy and paste into the AI label description field. You can also adapt the templates to better match the decisions, approvals, project milestones, and requirements common in your work.

Baseline Prompt:

The email should be labeled if:

1. The email reflects a decision, approval, or direction that impacts projects, compliance, funding, or operations.

2. the email would be needed to justify or explain “why” something was done; the email should be important.

3. The email contains substantive, meaningful content rather than transitory logistics. Examples of this include: A PI describing the rationale behind a change in research methodology; A facilities manager explaining the basis for a safety procedure update; An exchange resolving a compliance or audit finding

An email should not be labeled if:

1. The email is of a personal nature or a calendar invite. 

2. The email is an automated notification or update from a system

3. The email is not substantive in nature

4. The email is a notification from Google regarding a change to a file on Google Drive

Customizable Template 1:

I am a (job title / role) at Berkeley Lab. You are assisting me with reviewing emails to determine whether they should be preserved as NARA records.

Label the email if:

1. The email documents a decision, approval, or direction that affects my work, projects, compliance obligations, funding, or operations.
2. The email explains why a decision or action was taken and would be important to reference in the future.
3. The email contains substantive, meaningful content (such as analysis, rationale, conclusions, or resolutions), rather than routine logistics.

Do NOT label the email if:

1. The email is personal, a calendar invite, or a meeting update.
2. The email is an automated or system-generated notification.
3. The email is non-substantive, such as acknowledgments, scheduling, or FYI messages.
4. The email is a Google Drive notification (file edits, comments, sharing updates).

In my role, emails that may qualify as records include: (brief examples relevant to your job, such as approvals, policy decisions, research changes, safety determinations, procurement actions, or compliance resolutions)

Additional Rules:

• Emails to or from vendors are not records unless they document decisions, approvals, deliverables, performance, or outcomes under a contract or agreement.
• Do not label emails received solely because I am a member of a group. Emails sent to groups can be identified by unsubscribe information or bracketed list names in the subject line. 
• Only label emails personally addressed to me at (your @lbl.gov email address).
• Apply this label conservatively. If unsure whether an email qualifies, do not label it.

Customizable Template 2:

I serve as a (job title / role) at Berkeley Lab. Review each email to determine whether it documents official Lab business requiring retention.

Label the email only when it meets one or more of the following criteria:

• It finalizes or authorizes a decision.
• It approves funding, scope, access, policy interpretation, or compliance action.
• It documents a significant change to a project, system, research activity, or operational process.
• It resolves a compliance issue, audit finding, investigation, or risk matter.
• It contains written justification supporting a business or technical determination.

Do not label emails that:

• The email is personal and not related to Lab business
• The email is an automated or system-generated notification.
• The email is non-substantive, such as acknowledgments, scheduling, or FYI messages.
• The email is a Google Drive notification (file edits, comments, sharing updates).
• An email containing singular acknowledgments such as “noted,” “thanks,” or “received.”
• Are newsletters, distribution lists, or broad announcements.
• Are automated system notifications.

Special Considerations:

• Draft discussions are not records unless they reflect final direction or approved outcomes.
• External communications become records only when they commit the Lab to action or document agreed terms.
• If the content could reasonably be requested during an audit, investigation, or review to explain a decision, it should be labeled.

Role-Specific Record Examples: (Insert examples tied to your function, such as cybersecurity risk determinations, safety approvals, grant modifications, or procurement authorizations.)

When uncertain, prioritize accuracy over volume. Do not label speculative or incomplete exchanges.

Customizable Template 3:

Role Context:
I am a (job title / role) at Berkeley Lab. Review each email using the evaluation steps below to determine whether it qualifies as an official record.

Step 1: Business Impact Test
Ask: Does this email materially affect Berkeley Lab business operations?

Label the email if it:

• Establishes or confirms a decision, approval, or direction.
• Alters project scope, funding, compliance posture, or operational processes.
• Assigns responsibility for implementing an action or requirement.

If none of the above apply, proceed to Step 2.

Step 2: Rationale and Justification Test
Ask: Would this email be necessary to explain why something was done?

Label the email if it:

• Provides analysis, justification, conclusions, or recommendations.
• Documents the reasoning behind a change, determination, or approval.
• Resolves a policy, compliance, audit, or technical issue.

If the email does not explain reasoning or justify action, proceed to Step 3.

Step 3: Substance Test
Ask: Does the email contain meaningful content beyond coordination?

Label the email if it:

• Contains substantive discussion that influences outcomes.
• Documents final agreements or confirmed conclusions.
• Reflects a completed decision-making exchange.

Do NOT label the email if it:

• Is personal or unrelated to Lab business.
• Is a calendar invitation or routine meeting update.
• Is an automated or system-generated notification.
• Is a Google Drive file edit, comment, or sharing alert.
• Contains only scheduling details, acknowledgments, or informal logistics.

Final Check:
If the email would reasonably be requested during an audit, investigation, compliance review, or records request to demonstrate what decision was made and why, it should be labeled.

If the email is purely informational, transitory, or lacks decision or rationale content, do not label it.

Role-Specific Examples:
In my role, qualifying records may include: (Insert examples relevant to your position such as research determinations, access approvals, funding authorizations, safety decisions, compliance resolutions, or procurement actions.)

Apply the label carefully and intentionally. The objective is to preserve documentation of decisions and reasoning, not to capture routine correspondence.