Retention is keeping required documents, while other old, unnecessary documents are deleted. All faculty & staff email accounts have "Managed Folders" that are visible via Outlook 2007, Outlook Web Access, and Microsoft Entourage 2008 for Mac.
The managed folders have retention policies on them that match their name: specifically the folders are marked permanent, 10 years, 5 years, 3 years, and 2 years. Emails stored within those folders are retained for the period stated on the folder: permanently, for 10 years from the date on the message, for 5 years from the date on the message, and so on. In addition, the default folders (Inbox, Sent Items, etc) and any folders and sub-folders that you create have retention policies on them.
The ODU Email Archiving & Retention standard should be read by all employees, and it can be found here at 06.2.0 - Email Archive and Retention Standard.
For an introduction to Email Archiving & Retention, please see this Power Point Presentation.
For a handy tri-fold that you can print off and refer to, please download this PDF.
Retention policies currently in effect:
- Calendars: Entries are retained for 2 years.
- Inbox: Messages are retained for 1 year from the date of the message
- Sent Mail: Messages are retained for 2 years from the date of the message
- Drafts: These will be held for 30 days and then moved to the Deleted Items folder.
- Junk E-Mail: These will be held for 30 days and then moved to the Deleted Items folder.
- Deleted Items: Messages are retained for 3 days and are available for users to recover from the server for 30 days.
- Managed Folders: Marked permanent, 10 years, 5 years, 3 years, and 2 years.
Personal Folders, PST Files, and local copies
All emails held at the University are legally discoverable following a request under the Data Protection Act or the Freedom of Information Act and may be cited as evidence in legal proceedings. Because of this, all email data must reside on ODU's mail servers. Creating local archives in Personal Folders, .pst files, or any other local copy is against policy.