Archives and Special Collections

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Digital Records (Including Electronic Mail)

Digital records that were formerly produced in print should have the same retention requirement as the printed format.

Electronic Mail Best Practices Guidelines

Correspondence, Department/Office/Administration (Including electronic mail)

May include departmental chair/administrator correspondence, memos to departmental faculty/staff, and other correspondence pertaining to routine management of the department/office. Does not include policy documents.

    Official Copy: Originating office
    Retention: 4 years after end of academic year

    Other Copies:

Correspondence, Interdepartmental (Including electronic mail)

Includes secondary copies of correspondence between campus offices where the subject matter does not specifically pertain to the receiving office's programs. Files by subject or by individual campus office. Documents distribution of information between campus offices.

    Official Copy: Any office
    Retention: 1 year after end of fiscal year

    Other Copies:

Correspondence, President and Vice-President (Including electronic mail)

    Official Copy: President and Vice-President's Offices
    Retention: End of term, transfer to the University Archives

    Other Copies: