Email Retention

Faculty / Staff:

 All faculty and staff mailboxes are assigned the UF Retention Policy which is currently set to three years.

1. Email will be deleted three years after being received, unless it is saved to a folder outside of your Inbox.
2. The three-year retention policy continues to apply to mailboxes of faculty and staff after they leave the university.

 

Student Employee Mailboxes:

1. Student employee “Work” mailboxes are assigned the UF Retention Policy which is currently set to three years.
2. Email will be deleted three years after being received unless it is saved to a folder outside of your Inbox.
3. The three-year retention policy continues to apply to work mailboxes of former student employees.

 

Students:

1. Retention policies are not applied to student mailboxes. Email will not be automatically deleted while you have access to your account.
2. Email is not retained once you no longer have access to your mailbox. Students have access for 365 days after graduation or after they have not registered for a UF class for 365 days.

The user will need to follow the instructions to manually create a new folder outside their inbox, then move the emails in question to that new folder, where the content will be retained longer than the three-year retention period.

HIPAA-related emails must be retained for six years.
FERPA-related emails must be retained for five years.
All record retention schedules can be found at: https://records.uflib.ufl.edu/record-retention/record-retention-schedule-search/
The following link has more information on UF’s email retention policies: https://tss.it.ufl.edu/resources/self-help/retaining-email/

Without any action from the UF email box holder, the GatorMail system is configured to delete email from these folders in the stated timeframes below:

Inbox	3 years (1095 days)
Sent Items	3 years (1095 days)
Deleted Items	30 days
Junk E-mail	14 days