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This help guide provides employees with useful information and resources to help prepare for the implementation of the email retention policy. Please carefully review and familiarize yourself with the content prior to implementation.
What Employees Need to Know
- As part of a CES directive, BYU-Idaho is implementing an email retention policy to help protect sensitive information, reduce storage and security risks, and support better records management.
- Once the policy is applied to a mailbox, all emails older than two years will be automatically deleted unless they have been saved in an approved location.
- The policy will be rolled out in phases to give employees time to prepare.
- Important emails that need to be kept longer should be saved outside of Outlook in an approved repository.
- Employees should not use unapproved storage locations, and they should avoid bulk-moving large volumes of email unless there is a real business need.
Email Retention Policy
Click here<hyperlink> to read the full text of the Email Retention Policy.
Video Guidelines
The following video guidelines have been created to help support employees as they identify, search for, and preserve important email content that needs to be saved.
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Retention Schedule
The Campus Retention Schedule is a core element of the BYU-Idaho Records Retention Program. It is an important material that lists out a variety of record types and describes how long each should be kept to meet regulatory, legal, and business requirements. This schedule is a great resource when determining what types of emails should be kept for more than two years.
We encourage all employees to take a look at the schedule and review any record types that may be relevant to your department or job function.
The full Campus Retention Schedule can be found here. If you have any questions regarding record types or whether certain emails should be kept, please work with your supervisor or contact Nolan Bybee at bybeeno@byui.edu.
Frequently Asked Questions
A page of frequently asked questions can be found by clicking here.
Contact Us
If you have questions, please call us at (208) 496-9009 or start a Live Chat with us.
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(excluding weekly devotional, forum hour, and University Recognized holidays)