January 1, 2007

Electronic Mail Retention

Electronic mail (email) here is defined as any message sent or received through or stored on the university’s central ITS email servers. Such email may include, but is not limited to, correspondence and attachments, calendar schedules, and forms transmitted electronically.

  1. The university will retain email and attachments in inboxes, folders, and outboxes on its central ITS email servers for one year after emails have been received or sent.
  2. All email and attachments remaining on central ITS email servers longer than one year will be automatically and permanently deleted.
  3. Individuals have the right to save copies of email and attachments before the one year period expires by transferring them to other electronic environments and media and by copying them on paper.

Originators and recipients of email are responsible for identifying and saving documents that must be retained in order to comply with federal, state, or local laws, university policies or directives, or for other reasons.

Responsible Office

USC Information Technology Services (ITS)


Issued by

Chrysostomos L. Nikias, Executive Vice President and Provost
Todd R. Dickey, Senior Vice President, Administration
University of Southern California