IM4500: Information Management – Email Applications

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Schedule Number


Primary Title

Email Applications

Office of Primary Responsibility

UBCV: Communication & Collaboration Services, UBC IT 

UBCO: UBC IT Okanagan


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


Limitation Act (SBC 2012 ) Chapter 13

BoG Policy GA4: Records Management

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EV=Date superseded or obsolete   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 



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EV=Date superseded or obsolete   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 




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