1. with Microsoft Exchange Presented to ITAC July 15, 2008

2.  Email is a critical means of communication.  Some messages need to be kept  Other messages are best deleted Presented to ITAC July 15, 2008

3.  Some emails must be retained for business use as required by law.  Sometimes we want to permanently remove mail.  Other times we want to keep mail forever  And sometimes, we delete mail only to find out later that we wish we hadn’t. Presented to ITAC July 15, 2008

4.  Only Official University Business needs to be kept for a certain amount of time. These include but are not limited to:  Contracts  Grants  Research  Hiring Decisions Presented to ITAC July 15, 2008

5.  Over 90% of emails are not official business.  eMail messages may be required to do your job. For the most part however, these are needed to perform your duties, but are not official records. These include most simple correspondence. Presented to ITAC July 15, 2008

6.  Jokes  Christmas cards  Personal correspondence  Personal pictures if received, should not be retained. Presented to ITAC July 15, 2008

7. Defaults:  Messages in your inbox will be automatically deleted six months after receipt. If you need to keep an email for a longer period of time, you must move it into a retention folder. Presented to ITAC July 15, 2008

8.  The University has set up Managed Folders with varying retention periods:  University Business / Permanent  Archived, kept forever unless manually deleted  University Business / 10 years  University Business / 5 years  University Business / 3 years  General/ 2 years  Kept for the respective number of years or until manually deleted Presented to ITAC July 15, 2008

10. Type of FolderDeleted After Managed FoldersSpecified time limit Inbox6 months Draft1 month Sent2 years Calendar2 years Junk2 weeks All others1 year Presented to ITAC July 15, 2008

11.  When an item is deleted, it is moved into the Deleted Items folder.  Items in this folder are automatic ally deleted after 3 days.  After 3 days, the item is no longer is the user’s mailbox, but is still available on the system for 30 days. Presented to ITAC July 15, 2008

12.  Just because you delete a file, doesn’t mean it’s permanently deleted!  With the new system, backups will exist for only the last two copies of the message.  To permanently remove a document,:  delete it  delete it from Deleted Items, and  purge it from the system folder. Presented to ITAC July 15, 2008

13.  If you wish to keep messages, move them into the appropriate retention folder.  If you wish to delete messages, be aware that they may still be available for up to 33 days after the deletion.  If you don’t want a record of a message sent, don’t send it. Presented to ITAC July 15, 2008

15.  Old Dominion University must follow the Library of Virginia Retention schedule: http://www.lva.lib.va.us/whatwedo/records /sched_state/ http://www.lva.lib.va.us/whatwedo/records /sched_state/  Retention questions: Contact Donna Meeks at dmeeks@odu.edu Presented to ITAC July 15, 2008