Email Purge Policy

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ECU Automatic Email Purge Policy


Approved: IRCC and ISSC
History: ITCS Policy No. 6.500
Supersedes Policy Dated:
March 5, 2001
Effective Date:
September 24, 2004
Review Date:
November 11, 2011

Introduction


Purpose of Policy

To provide the standard for automatic removal of older mail items in the Enterprise email system. Automatic purging will maintain the client databases, limit disk space usage, and reduce possible data corruption.

Policy


This policy applies to emails maintained in the enterprise email system. The information provided below specifies the number of days before the automatic purging occurs for faculty and staff email accounts and departmental email accounts. Clients who wish to avoid the automatic purging as defined by this policy, must take action prior to the automatic archiving of faculty and staff email messages or automatic deletion of departmental email messages.

The automatic removal schedule outlined in this policy does not override a department's requirement for email retention. Every department using email should retain or destroy email by following the provisions of either their own department-specific records retention and disposition schedule or the general schedule for East Carolina University records. For guidance on university email retention limits, please refer to the University Records Retention and Disposition Schedule.

Database Purges


Faculty and Staff 

Mailbox Items

  • Email for faculty and staff are automatically archived after sixty days
  • Faculty and staff may delete email or move email to their workstation prior to the sixty days to avoid the automatic archiving feature
  • All faculty and staff email not deleted or moved to the client's workstation are automatically archived after the sixty day period and maintained in the Archive vault for seven years.
  • Shortcuts to access archived email are deleted from the user's mailbox after six years
  • Archived email messages are deleted from the Archive vault after seven years

Deleted Items

  • Items marked for deletion are placed in the DELETED ITEMS folder for seven days and then moved to a user-recoverable retention area for 14 days prior to permanent deletion

Departmental Accounts

Inbox

  • Messages in departmental email accounts older than 180 days will be automatically deleted. These items are placed in the DELETED ITEMS folder for up to seven days
  • Clients have the option to delete mail or move to their workstation prior to the automatic deletion
  • Departmental accounts are NOT automatically archived after sixty days.

Deleted Items

  • Messages marked for deletion are placed in the Deleted Items folder for seven (7) days and then moved to a user-recoverable retention area for 14 days before permanent deletion
  • To maintain email past the date limitations, establish automatic archiving to a specific directory on your workstation before the dates indicated above. Please reference HELP in the particular client for assistance.

Email Purge Table

User
Classification
Scope Automatic
Archive
Shortcut Retention
to Archived email*
Retention
in Archive**
Other
Action
Faculty & staff
Mailbox email
After 60 days
6 years
7 years
N/A
Faculty & staff
Deleted Items folder
N/A N/A N/A Marked for deletion after seven (7)
days then moved to user-recoverable
retention area for 14 days before
permanent deletion
Department accounts
Mailbox email
N/A unless specifically requested by department
N/A if not automatically archived, 6 years if archived
N/A if not automatically archived, 7 years if archived
If not archived, items in the Inbox
and Sent folders are moved to
Deleted Items folder after 180 days
Department accounts
Deleted Items folder
N/A N/A N/A Marked for deletion after seven (7)
days then moved to user-recoverable
retention area for 14 days before permanent deletion

*Period of time the shortcut to archived email stays in the user's mailbox. The actual email resides in the email vault not in the user's mailbox. Once the shortcut is deleted, the email message is still accessible via the Web retrieval tool for a period as defined in the Retention in Archive.

**Period of time the archived email message is accessible in the email vault

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