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Schedule Number
IM4500
Primary Title
Email Applications
Office of Primary Responsibility
UBCV: Communication & Collaboration Services, UBC IT
UBCO: UBC IT Okanagan
Description
This series currently includes UBC Faculty & Staff Email (FASmail) only. FASmail is an enterprise email service for serving staff, faculty and student employees of the University of British Columbia.
- For retention of back-up of email systems see IM4670 Information Systems Operations
Note: This primary does not include Student and Alumni email (SAmail), or email on other systems used at the university but outside of the FASmail system.
Vital: No
PIB: Yes
Authority:
Limitation Act (SBC 2012 ) Chapter 13
BoG Policy GA4: Records Management
UBC Information Security Standard U1
Transitory Records Schedule
Date Approved: 20201220
Retention Schedule Secondaries
| Secondary No. | Secondary Title, Scope & Content | Retention, Destruction & Disposition |
|
Policies and Procedures |
EV+5Y, FR EV=Date superseded or obsolete FR=UA will fully retain records from this series |
|
|
General |
EV+5Y, D EV=Date superseded or obsolete |
|
|
Conversation history (Legacy Skype-for-Business instant messaging) Automatically generated and transmitted instant message chat logs originating in a messaging application and delivered as transcripts to a generic folder called “Conversation History.” Note: Retain records documenting decisions in the appropriate space centrally (shared drive, or other central system or platform used for department recordkeeping). |
EV+90days, D EV=Based on the date of the message D=Automated destruction |
|
|
Deleted Items, Junk E-Mail, RSS Feeds |
EV+90days, D EV=Based on the date of the message D=Automated destruction |
|
|
Inactive FAS mailbox Inactive FASmail mailbox means a UBC FASmail mailbox belonging to an individual whose employment status has been declared as inactive by UBC Human Resources. This does not include the FASmail mailboxes belonging to faculty with emeritus status, employees on any type of protracted leave, such as sabbatical, parental, medical, or any other leave defined by UBC Human Resources. |
EV+2Y, D EV=Based on date of inactivity D=Automated destruction by UBC-IT |
|
|
Reports |
CY+5Y, SR SR=UA will selectively retain records from this series |
Acronym Key: AY = Academic Year; CY = Calendar Year; D = Destroy; EV = Event; FY = Fiscal Year; FR = Full Retention by University Archives unless otherwise noted; OPR = Office or Department responsible for source of truth records; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year