2012 - 3rd Quarter

Using Your Email Retention Folder

By Cyndie Parks, Director of Records Management

All mailboxes have now been populated with the five email retention folders. Hopefully, you have found yours. If not, look on the left-hand navigation panel of your email mailbox, scroll down from the top to the folder called ‘Managed Folders,’ and click on the white arrow. You should see five folders; Email records – 01 Year, 03 Year, 05 Year and 10 Year Retention and Historical Records. These folders were created to help you manage your email records. Once an email record becomes inactive, it should be moved to the appropriate retention folder.

The 01 year retention folder should be used for transitory or temporary records. These are records that you need for a limited period of time to complete an action or operation, or for reference. Some examples of records that fall in this category are informational copies of committee or workgroup records held by a committee member and departmental non-grant related accounting or purchasing records.

The 03, 05 and 10 year retention folders should be used for records that must be kept to comply with federal and state laws, and/or to meet the University’s administrative, legal, and financial needs. Records stored in these folders should be deleted at the end of their respective retention periods.

Examples of records that have a three year retention are: departmental survey records from surveys conducted to get input on events, services, customer satisfaction, etc.; statistical data compiled by departments for such things as funding, production, activities, or fiscal data; appointment calendars; and reports such as expense distribution, earnings, travel, equipment and inventory reports.

Records retained in the 05 year retention folder include budget correspondence, requests and approvals; salary justification and increase records; recharge rate support documents; documentation for departmental feeder transmissions to General Ledger; Pcard receipts and supporting documentation; and phone records.

Design and construction project records; records of accounting transactions created outside of PeopleSoft; and bank records are retained in the 10 year retention folder.

The historical records folder is used for records that document the developmental and operational changes to your department over time. Departmental subjects and correspondence that document your department’s official responsibilities, purpose and programs as well as the official minutes and reports of standing and ad hoc committees, boards, or task forces have historical value and should be retained in this folder. These records should be sent to your campus Archives department after five years.

You cannot create additional folders under the ‘Managed Folder’ to add folders for different retention times. You can; however, create new folders under any of the five existing retention folders. If you have created folders in your mailbox to manage your email, you can move these folders to any of the retention folders. Folders you create or move to a retention folder will inherit the retention requirements for that folder.

So what happens when records have met the required retention? The records are NOT automatically deleted. Once a record has met its retention requirement, it will be shown with a line drawn through that message. This strikethrough is your cue to appropriately dispose of the record.

If you have questions or need additional training on how to manage your email please contact Records Management at blairjo@umsystem.edu or call 573-882-6362.

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