As of Feb. 28, 2014, all email that is older than 365 days from the current date will be deleted from a faculty, staff, or employees mailbox. Calendar appointments, contacts, notes, and tasks will be untouched and remain in your mailbox. Read the full NYIT Faculty and Staff Email Retention Policy (PDF).
Email retention refers to the limit of time an email will reside in a user's mailbox.
Initially, on Feb. 28, 2014, all email in your email box (Email messages sent, received, messages in a folder, messages in the document retention folder in Outlook, etc.) that was dated Feb. 28, 2013 or before, was automatically deleted from your email box. Thereafter, every day, any email dated 365 days prior to the current date will be deleted from your mailbox.
In other words, NYIT will retain email and attachments in inboxes, folders, and outboxes on its centralized email servers for 365 days after emails have been received or sent.
All email and attachments remaining on central ITS email servers longer than one year will be automatically and permanently deleted.
You can save selected emails or documents, including those subject to NYIT’s Record Retention Policy and Procedures, in a folder on your employee storage drive on NYIT's network. Your Z: drive is this network storage area for the email and documents you need to retain.
NYIT needs this policy to comply with the best practices relating to electronic records, mailbox performance, and to be fiscally responsible by maintaining appropriate storage space.
Any email content that is subject to litigation hold. You will be notified if this applies to you along with the procedures for retaining the email content 'hold' on your email box.
Email records are to be treated the same as paper records and are subject to NYIT’s Record Retention Policy and Procedures.
Detailed guidelines can be found at: NYIT’s Record Retention Policy and Procedures.
Organizing and/or saving selected email or attachments of email messages so they can be located and used.
Archiving /saving any email content that meets the guidelines set forth in NYIT’s Record Retention Policy and Procedures.
Using NYIT Retention and Disposal Schedule to identify how long email messages must be kept.
Keeping email messages for their entire retention period, and delete email messages in accordance with NYIT’s Record Retention Policy and Procedures.
Maintaining emails that are subject to a litigation hold.
Keeping your email box limited in size to keep your email as an effective NYIT communication tool. It is best practice to limit the size of your email box to under 5000 messages for best performance and speed.
You can do a “group” delete by date range, sender or file type. Find quick and easy steps for cleaning out your email box.
Immediately delete messages that have no significance.
Empty your deleted mail folder regularly by ‘right-clicking’ on Deleted items and then click Empty.
Keep your mailbox size below 5,000 messages.
On Feb. 28, 2014, all mail in this folder older than Feb. 28, 2013 will be deleted. Please be sure to go through this folder and decide what you need to save. Directions to complete this task can be found at How to Prepare My Mailbox document. If you use a Mac computer, please follow the How to Archive Emails for Mac Users document.
As long as you are an employee of NYIT, your Z: drive, all files, folders will be available to you.
Offline tape (backup) copies of NYIT faculty and staff email system files are kept for six months. These backups are for system restoration and disaster recovery purposes, and are not designed or intended to facilitate retrieval of deleted messages.
No, individual emails automatically deleted after 365 days from the NYIT email system cannot be recovered.
The email you receive/send from home all goes through the NYIT email servers. Accordingly, it is subject to the email retention policy and procedures
All email communications that are created, received, or stored via the NYIT email system are the property of NYIT. They are not the property of employees, vendors, or customers. Employees should have no expectation of privacy when using NYIT computer resources.
Personal email accounts should not be used for NYIT business.
See NYIT Retention Schedules by Business Area.
Just as with paper records, both senders and recipients of email messages must determine if a particular message should be retained based on their responsibility to maintain the information.
If you have further questions or concerns, please contact Service Central at 516.686.1400 or firstname.lastname@example.org.
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