Section 3344-7-08 - E-mail retention and disposal(A) E-mail stored on official university systems will generally be preserved for no longer than thirty days after deletion by the e-mail user. Log files associated with e-mail messages, which provide a record of actual e-mail transactions, but not the e-mail content, are generally preserved for no longer than ninety days. (B) E-mail users storing messages on CSU servers often have the capability to "archive" e-mail items to files. This effectively allows users to save any e-mail messages for any length of time. The automatic retention and disposal timeframes set forth in paragraph (A) of rule 3344-7-09 of the Administrative Code do not apply to e-mail archives and backups done manually by users.(C) Students may, at their discretion, configure their official CSU e-mail accounts to forward all e-mail to an external e-mail address. Forwarding to an external address prevents messages from being stored on CSU mail servers, but a record of the forwarding transaction is stored in university system logs.(D) Faculty and staff e-mail correspondence and associated documents sent as attachments may be considered official university records, and, as such, may need to be retained longer than the default e-mail retention and disposal. It is the responsibility of the sender and recipient of these e-mail messages to determine the required retention period, to comply with applicable rules of the Administrative Code and with university policies and procedures regarding record retention, and to preserve these e-mail records either electronically or in printed form with all of the associated header and transmission information. (Refer to the university's record retention program manual for more information.) Ohio Admin. Code 3344-7-08
Effective: 6/2/2014
Promulgated Under: 111.15
Authorized By: 111.15
Amplifies: 3344