The purpose of the email archiving policy is to ensure the University retains information necessary to fulfill academic, administrative and legal requirements.

The Acceptable Use Policy serves as the foundation for this policy and addresses issues related to confidentiality, intellectual property, privacy, and disclosure.

The University will archive enterprise email records in order to retain information necessary to fulfill academic, administrative and legal requirements.

The University will archive enterprise email records (messages transmitted through the University email system) as follows:

1. Archiving of email, calendar entries, tasks and notes will occur after 120 days for both sent and received items.  Items deleted within 120 days will not be archived.
2. Archived email, calendar entries, tasks and notes will be retained for a period of 2 years.  As a normal course of operation, email records will be deleted when the retention period expires.  Exceptions may include records subject to audit, litigation or open records requirements.
3. Designated folders of 5, 7, 10 and 15 years will be created for email needing longer retention periods, such as grants, contracts, legal records, human resources, etc.
4. It is the responsibility of the individual employee who generates university business-related email in any non-University email system [1] to forward the email to his/her University email account for archiving according to this policy. 

If employees use University email accounts for personal messages, these messages will be subject to this archiving policy.

[1] University email system is defined as MS Exchange or its successor.

Policy Authority/Enforcement: Enterprise Information Technology is responsible for the development, publication, modification and oversight of these policies and standards. IT works in conjunction with University Leadership, Information Security, Audit Services and others for development, monitoring and enforcement of these policies and standards.

Policy Compliance: Failure to comply with these policies and standards and/or any related information security and/or information technology policy, standard or procedure may result in disciplinary action up to and including termination of employment, services or relationship with the University and/or action in accordance with local ordinances, state or federal laws.