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Electronic Mail Use and Management Procedures

The UM Office of Information Technology is responsible for publishing procedures related to the ongoing management our university's email management policy. Security procedures beyond those listed on this page will continue to be implemented, and new procedures will not be implemented until published and communicated to our university community.

The following procedures apply to the management of university electronic mail (email) accounts:


Email Retention

  1. Inbox: All emails in an “Inbox” will be automatically deleted five years after receipt. Emails that need to be retained longer than five years must be moved to a subfolder in the user’s mailbox, an appropriate file storage location or transferred to a “system of record.”
  2. Sent Items: All emails in a “Sent Items” folder will be automatically deleted five years from the date of creation. Emails that need to be retained longer than five years must be moved to a subfolder in the user’s mailbox, an appropriate file storage location or transferred to a “system of record.”
  3. Deleted Items: All emails in a “Deleted Items” folder will be automatically deleted 30 days from the date the email was deleted.
  4. Capstone Emails: Individuals in key positions (e.g. presidents, chancellors, provosts, etc.) will have permanent retention of their email accounts for historical purposes and their email will be transferred to archives after termination of employment.
 

Account Eligibility: Employees

  1. University email accounts will be locked upon the last day of active employment.
  2. Locked accounts will have all content deleted 45 days after the lock date, unless the account is currently on litigation hold; requires longer retention for business continuity or record transfer; or requires permanent retention for historical value.
  3. A 6-month extension can be authorized by the employee’s immediate supervisor and must be approved by the department head for the purpose of transferring work or for business continuity.
  4. Supervisors must ensure employees transfer all business records and other proprietary or otherwise important correspondence in their email account to an assigned custodian prior to separation. The determination of account eligibility for employees who are former students (not currently enrolled or admitted for a future semester) will be based on their employment status, not their former student status.
  5. For terminated employees who are enrolled for a current or future semester, the following process will apply:
    • On the last day of employment, an automated email will be sent to the employee’s supervisor letting them know that the terminated employee may keep their mailbox as a current/future enrolled student. The supervisor has these options:
      • Allow the former employee to review their mail contents and delete/transfer any work-related messages as appropriate.
      • Request an export of the mailbox for departmental business continuity purposes.
      • Request the mailbox be swept and the user be issued an empty mailbox.
    • If none of these options meet the needs of the department other options should be discussed with the campus information security officer.
 

Account Eligibility: Students

  1. Student accounts will be locked 12 months from the end of the last term enrolled.
  2. Locked accounts will have all content deleted 45 days after the lock date.
  3. Students can request an extension for reasons associated with continuation of their degree program; to facilitate job searches; or for other reasons as documented in the online request form.
  4. Students who have been granted an extension must:
 

Account Eligibility: Retirees (Non-Emeritus)

  1. Retirees who retired prior to May 1, 2021, and who have maintained their university email account may continue to use that account. Retirees in this category must:
    • Abide by UM email policy 12006.
    • Complete the UM Annual Information Security training module upon request.
  2. Retirees who retire after May 1, 2021, may submit a request to maintain their email account if/when the UM email account is needed to support their ongoing academic/research endeavors; to facilitate university business continuity; or for volunteer activities in support of their department, school/college, campus or the university in general. Retirees in this category must:
    • Be sponsored and then confirmed every three years by the dean of their school/college, the division head of their prior division or by leaders of recognized UM committees, organizations and associations.
    • Abide by UM email policy 12006.
    • Complete the UM Annual Information Security training module upon request.
  3. Retirees who did not initially retain their UM email account but now need access may apply for a new account under the same conditions as documented in section 2, above.
 

Account Eligibility: Volunteers and Consultants

  1. Volunteers and consultants may be eligible to obtain a UM email account when such an account is needed for or on behalf of the university.
  2. Volunteers and consultants must be sponsored by a dean or director-level individual within the unit for which they are working. Sponsorships must be renewed annually.
  3. Abide by UM email policy 12006.
  4. Complete the UM Annual Information Security training module upon request.
 

Abandoned Accounts

  1. All accounts that have not been accessed in six months will be locked.
  2. Locked accounts will have all content deleted 45 days after the lock date unless the account is on litigation-hold; requires longer retention for business continuity or record transfer; or requires permanent retention for historical value.
 

Email Quotas

  1. Email account quotas will be strictly enforced.
  2. Email accounts that are part of active litigation or are on litigation-hold will be excluded from quota restrictions until the litigation-hold has been removed by legal counsel.
 

For assistance with these and other IT procedures, please reach out to your local IT Help Desk.

Reviewed 2021-06-11