Examples of E-mail for Permanent Retention

Certain administrative records transmitted by or originating as e-mail must be retained permanently if they constitute the official copy of the record. In general, these are e-mail messages and attachments that have significant, long-term administrative, legal, and/or fiscal value. Examples of e-mail records that may need to be retained permanently include the following:
  • Certain executive correspondence pertaining to the formulation, planning, implementation, interpretation, modification, or redefinition of programs, services, or projects
  • E-mail that has historical value in that it explains or documents the history of the University or a campus, department, or unit
  • Correspondence announcing or interpreting UC bylaws, policies, directives, and regulations