Pol-Email Archive

policy email archive modified Wed Nov 09 2022 13:58:57 GMT-0500 (Eastern Standard Time)

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University of Louisville



Email Archive


February 14, 2011


ISO-019 v2.0


This policy applies to all University workforce, faculty, and student members (including, but not limited to: faculty, staff, students, temps, trainees, volunteers, and other persons as deemed appropriate) while conducting/performing work, teaching, research, or study activity using University resources and includes all facilities, property, data, and equipment owned, leased, and/or maintained by the University or affiliates.


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.


Executive Vice President and University Provost


Information Technology
Miller IT Center 109, Louisville, KY 40292
IT Helpdesk Phone: 502-852-7997
IT Helpdesk ServiceNow or Live Chat: http://louisville.edu/it/helpdesk


This policy is subject to change or termination by the University at any time. This policy SUPERSEDES all prior policies, procedures or advisories pertaining to the same subject.

This policy will be reviewed annually to determine if the policy addresses University risk exposure and is in compliance with the applicable security regulations and University direction. In the event that significant regulatory changes occur, this policy will be reviewed and updated as needed per the Policy Management process.

Approved February 14, 2011 by the Strategic Technology Executive Committee

Revision Date(s):

1.0 / February 14, 2011 / Original Publication

1.1 / January 29, 2013 / Content Update

1.2 / September 30, 2014 / Content Review

2.0 / March 8, 2016 / Content update of Responsibilities to IT and update to new template

Reviewed Date(s): September 30, 2014; March 8, 2016

The University Policy and Procedure Library is updated regularly. In order to ensure a printed copy of this document is current, please access it online at http://louisville.edu/policies.