Link: UCOP's e-newsletter

Stay Informed. Stay Connected.

Email management will now kick in Monday, July 9

The deadline to safely store all the email messages you want to keep so they will not be deleted has been postponed one week to July 9, 2012.

Implementation of the Email Management Program is being delayed to give employees a little more time to review and move old emails, said Shirley Bittlingmeier, ITS client services officer.

This means all emails more than one year old that have not been moved to a safe storage location will be deleted automatically on a daily basis starting July 9.

Good email management helps UC and all employees keep track of large volumes of documents and communications and facilitates storing business records in a central location rather than in an individual’s email account. It also helps mitigate risk for UC by reducing how much email may be subject to legal searches.

Emails in your Outlook inbox, sent items, drafts and junk email folders as well as any corresponding subfolders are part of the program and will be subject to automatic deletion.

You can keep any email you need, but you must move it to a file share, a personal folder, the new Outlook Archive that will be available starting July 6, or other storage location. Emails in these storage locations will not be deleted.

If you are a PC user and have emails in the EVault that you want to keep, you should have restored the messages to your inbox and then moved them to storage by June 22. The EVault will be decommissioned on Friday, June 29. Mac users do not need to take this step.

Updated timeline for email management implementation

  • Now – July 8: UCOP personnel review e-mail messages in inbox, sent items, drafts and junk and move those they wish to keep to storage.
  • Friday, June 29: EVault is decommissioned. Vaulted messages that remain (in inbox, sent items, drafts and junk) are deleted.
  • Friday, July 6: The new storage option, the Outlook Archive, becomes available.
  • Monday, July 9: All e-mail messages (in inbox, sent items, drafts and junk) more than one year old are automatically deleted on a daily basis.

Additional information, including instructions on how to move old emails to safe storage and frequently asked questions, are available online.

Leave your comment here