IT Services


Keep good records

Email has the potential to allow poor record keeping, resulting in important business records being lost if they are left in inboxes or email folders.

File emails appropriately

Do not keep important emails in the email system – save them as .txt or .msg files with other related documents on the shared drive or Livelink.

This means they can be accessed by others if necessary and can be archived with related documents in accordance with the University’s the Records Retention Schedule.

Use only University-approved email systems for University matters

University records must not be kept by unapproved third-party organisations, particularly where they related to confidential matters or involve personal data. If you exceptionally receive an email related to University business in a non-University account, it must be sent to your University email account and deleted from your non-University email.

Retention of emails

It is not possible to set a standard retention period for all emails because email is used to communicate about a wide range of topics for which the Records Retention Schedule may specify different periods.

Delete emails regularly

Once you have moved off the important emails, delete emails regularly. The most efficient way to do this is to sort and delete emails by specific criteria such as date, addressee/sender, subject or size.

Recover emails deleted in error

Emails are retained on the server for 30 days after deletion and can be recovered during this time.

Locked mailbox

Keep good records

University records must not be kept by unapproved third-party organisations