Email Retention

The University of Houston implemented MAPP 10.03.07 Email Retention with the goal of demonstrating fiscal responsibility and efficiency by eliminating the need for unnecessary file space (both computer file storage space and physical file storage space) in compliance with state and federal laws pertaining to records retention.

Goal

To demonstrate fiscal responsibility and efficiency by eliminating the need for unnecessary file space (both computer file storage space and physical file storage space) in compliance with state and federal laws pertaining to records retention.

This wizard will help you decide whether or not to keep an email message. Let's get started!

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Step 1

You send or receive an email message.

Does the email message relate to official UH business or document a business process?

Yes No

Step 2

UH needs a record of emails that...

  • are part of mission critical decisions, or
  • show why a decision was made, or
  • are required for legal, tax, fiscal, or audit purposes

Does UH need a record (official copy) of this email?

Yes No

Step 3

You need to keep the email message if you are...

  • the sender or creator, or
  • the only or main recipient, or
  • the custodian for that type of information, or
  • notified by General Counsel about a Legal Hold

Not sure? Learn more in our FAQ.

Are you the one that should keep the email message?

Yes No

Step 4

Is the email message still useful to you or a business process for which you are responsible?

Yes No

Periodically review the message.

Your choices determined that you should periodically review the message. When it is no longer useful to you, dispose of it properly.

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Dispose of the message.

Your choices determined that you should appropriately dispose of the message.

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Retain the message.

Your choices determined that you should retain the message.

Retain and file the message according to UH MAPP 10.03.07 until the retention schedule is reached, and you have verified that all retention requirements have been met.

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