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.

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.

Information Handling

Know the guidance: find out about storing and securing emails on Outlook via Microsoft 365.

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.