Twin Rivers - Email Retention Policy

Email Retention Policy

As part of our ongoing efforts to maintain an efficient email system and adhere to records retention requirements, the District has established a policy to remove all emails older than three years (AR 3580). This means that, if your email messages are older than three years, they will be automatically deleted from our email system on a perpetual basis. All District email accounts and mailboxes will be subject to the retention policy. The email retention policy will take effect on June 28, 2024.

If you have emails in your mailbox that need to be retained for records purposes and are older than three years, it is your responsibility to ensure they are exported to one of the approved formats before June 28, 2024, and saved to a location other than the email system (e.g., SharePoint). Failure to do so may result in the permanent loss of important emails.

Thank you for your cooperation in this matter. If you have any questions, please reach out to our Help Desk at 916-566-3444 or Help.Desk@trusd.net.

FAQs

Q1. Why is there an email retention policy?

A1. Per Board Policy 3580, the email retention policy ensures we adhere to records retention requirements, and it helps to maintain an efficient email system.

Q2. When will the new three-year retention policy go into effect?

A2. June 28, 2024, at 6:00 PM.

Q3. If I forgot to save an email before the new retention policy took effect, can it still be retrieved?

A3. No. Once the retention policy is in effect, all emails older than three years will be permanently deleted. While the IETS department does perform backups for disaster recovery purposes, those backups are also purged of emails older than three years.

Q4. What type of data can/should be exported?

A4. Data that is required to be kept for records retention requirements as described in Board Policy 3580.

Q5. What items in my mailbox will be automatically deleted?

A5. Email messages (both sent and received), Calendar items, items in the “Deleted Items” folder, file attachments, and other items not identified as excluded (e.g. Contacts, Tasks, and Notes).

Q6. What items in my mailbox will be excluded from automatic deletion?

A6. Contacts, Tasks, and Notes stored in your mailbox are the only items that will not be deleted.

Q7. Does the three-year retention policy apply to email accounts or mailboxes that are shared by many users within a department or school site?

A7. Yes. The three-year policy applies to all district email accounts regardless of their use or purpose.

Q8. After the retention policy is in effect, how long can I keep items on the District email system before they are deleted?

A8. Items may be kept for three years (1,095 days). Once an item reaches an age of three years it will be automatically deleted.

If you have any questions, please reach out to our Help Desk at 916-566-3444 or Help.Desk@trusd.net.