Penn State University Archives

Records Management

University Guidelines On Retention Of E-Mail

Correspondence and other documents sent by e-mail MAY constitute a University record. As such they may need to be retained for longer than an e-mail system is capable of retaining them. It is the responsibility of the sender/recipient to determine if a particular e-mail message constitutes a University record.

If an e-mail message is a University record (as defined in AD-35) it is subject to the same retention period as the paper equivalent. E-mail
messages which require long-term retention should be either retained electronically on retrievable media or printed, including all header and transmission information, and filed with their electronic or paper equivalents by the sender/recipient.

In a court of law, liability can become involved when such documents
(paper or electronic) are not available to be provided during some segments
of litigation. Be aware that your decision to retain or destroy an e-mail message may become an issue in a court situation.

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