The University of Nevada, Reno complies with the NSHE Records Retention and Disposition Schedule. To assist faculty and staff in meeting the requirements of the NSHE Records Retention and Disposition Schedule, the University of Nevada, Reno is adding a new default folder to faculty and staff email accounts. Your current email folder structure will not be disrupted by this addition. One main folder will be added called "Records Retention"; it will have seven sub-folders. The university encourages use of these folders for records retention, but will not monitor or enforce them.
For more information on what data should be stored in each folder please contact the Records Retention Officer, Jill Heaton, at firstname.lastname@example.org.
Records retention email folders
The records retention folders include the following:
- Example: Business related emails from administrators
- Example 1: An email with content or an attachment relating to activity with a bid process such as a question/reply from a bidder
- Example 2: A Scope of Work attached or embedded in the email between a contractor and university employee
- Example 1: An email between a donor and the university concerning details of the donation
- Example 2: An email concerning a lost inventoried piece of equipment
- Example: An email concerning obtaining a patent for a product or process developed by a university researcher
- Example 1: An email between an employee and supervisor or other administrator regarding details of a work related accident
- Example 2: An email between employee and supervisor regarding specific duties and due dates for employee work assignments
- Example 3: An email requesting accommodation for a disability
- Example 1: An email concerning details of an export transaction
- Example 2: An email concerning care of animals in a lab
- Example: Email exchanges regarding a formal hearing, decision, or appeal concerning FERPA
If you have additional technical questions please contact the Office of Information Technology.
Frequently asked questions about records retention
Why are the folders being added to my email account?
The University is taking due diligence to comply with Nevada law and NSHE policy on record retention.
Will I be able to delete the folders?
Yes, but you should only delete emails that are public records in accordance with the records retention and disposition policy.
If I accidentally delete a folder can I get it back?
Yes. First, check your "Deleted Items" in your email account. If it isn't there, you can have the folders re-installed in your email box by contacting the OIT Support Center or you can recreate the folder yourself.
Will the content in the implemented folders be monitored?
The content of the folders will not be monitored.
What if I already have a folder with one of the retention labels on it?
If you already have a folder(s) with the same name as a record retention folder, that folder will not be created on your account and the existing folder, along with the information already in it, will remain on your account.
Will these folders be available to new accounts going forward?
Yes, new employees to the University will already have the folders installed when they open up their new email account.
What is different about these folders compared to any other folder in a user's mail account? How can one tell the difference?
There will be no noticeable differences to the user in the folders except for their names.
Will users be able to "opt-out" of receiving the folders?
No, users will be able to delete the folders once they have been installed but there is no "opt-out" option.
Will this policy be extended to other systems, such as the Isilon (Home Drives) or NevadaBox?