New UF email retention policy explained
On July 1, UF’s email retention policy will go into effect for remaining UF email inboxes, including UF Health
May 10, 2022 – On July 1, UF’s automatic email retention will shift to a three-year model for UF faculty and staff GatorMail users at UF Health. This means anything in your inbox or sent folders that is over three years old will be deleted on July 1 unless they have been moved to an appropriate location. Moving forward, the email system will continuously delete items older than three years in the inbox and sent folders.
Why does this matter?
- If you have been at UF or UF Health for a long time, there are likely older emails you will want to keep for various reasons.
- HIPAA-related emails must be retained for six years.
- FERPA-related emails must be retained for five years.
- In the next two months, you will need to organize your emails to ensure you are retaining the emails you need and want to.
More information & instructions:
- UF email retention policy
- UF email retention FAQ
- UF email service
- How to retain your emails(create folders)
- If youneed assistance, please visit the IT Help portal to log in and complete a “New Service Request” (link on the right). For urgent support, call 352-265-0526.
HIPAA & FERPA email retention details:
- HIPAA retention is six years and FERPA is five years.
- All record retention schedules can be found athttps://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/
Below is the original note from the UF vice president of information technology sent universitywide in April.
Colleagues,
As part of the One UF IT rationalization initiative, UF spent the last several years transitioning to Microsoft O365, reducing 27 disparate email systems to one. One UF IT gave us the opportunity to rollout the latest technology, and with that, the opportunity to rationalize the email retention policy, last updated in February 2016.
As of July 1, 2022, the university’s email retention policy will go in effect for remaining UF email inboxes, including UF Health. Emails sent or received are retained for three years from creation or receipt.
Additional information is available at the following websites:
UF email retention policy: Electronic Mail – Information Technology – University of Florida (ufl.edu)
UF email retention FAQ: Email Retention – GatorMail – University of Florida (ufl.edu)
UF email service: GatorMail – University of Florida (ufl.edu)
For UF Health community members who need assistance, please visit the IT Help portal to log in and complete a “New Service Request” (link on the right). For urgent support, please call 352-265-0526.
For all other faculty and staff, please call (352-392-HELP/4357), visit (132 Hub), or submit a ticket to the UFIT Computing Help Desk.
Thank you and Go Gators!
Elias G. Eldayrie
Vice President & CIO
UF Information Technology
University of Florida
207 Tigert Hall, PO Box 113180
Gainesville, FL 32611
(352) 273-1788
