E-Mail Retention FAQ
What is an Email Retention Policy?
Email retention refers to the limits place on the length of time an email can reside in a user’s mailbox. The Loyola email system is configured to automatically and permanently delete messages retained for more than 180 days on email servers. This auto-delete policy applies to messages within all folders (inbox folders, sent file folders, draft file folders, etc.) stored on Loyola email servers.
Why do we need this policy?
Loyola needs an email management policy to assist in lowering infrastructure costs, and to improve our operational efficiency and effectiveness. The volume and size of electronic documents, email folders, spreadsheets, images, video streams, etc, generated and stored by Loyola faculty, staff and students is increasing exponentially. Loyola actively manages this electronic stored information to avoid the increase of costs.
How should faculty, staff, and students help keep their mailbox clean?
- Routinely delete messages that no longer have significance.
- Routinely move messages that have significance (beyond the default 180 day retention period) to appropriate alternative storage locations.
- For faculty and staff, use automatic archiving features within GroupWise as a safety mechanism for moving messages that have significance.
- Because students do not have archive capabilities, students should save older messages to disk.
Where can faculty and staff find help managing their email files, folders, and messages?
Archive instructions for GroupWise can be found at: http://www.luc.edu/its/groupwise_archiving.shtml, The ITS Help Desk at Helpdesk@luc.edu or by calling (773) 508 - 4 ITS. (773/508-4487).
Do email folders and files stored on local computers back up to Loyola servers?
No, email folders and archive files stored on local computers do not back up to the university servers. All staff and faculty are encouraged to utilize their individual network space for archives, which are backed up. These archive backups can be retrieved on an individual basis.
Are email folders and files on Loyola servers backed up?
Backup copies of Loyola's email system files and folders are kept for 3 days. These backups are for system restoration and disaster recovery purposes. They are not designed to facilitate retrieval of individually deleted messages.
Can faculty, staff, and students recover emails that are automatically deleted after the 180 day retention period?
No, individual emails automatically deleted from the Loyola email system can not be recovered.