Records retention
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 recordsretentionofficer@unr.edu.
Records retention email folders
The records retention folders include the following:
Administration
- Example: Business related emails from administrators
Contracts
- 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
Fiscal
- 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
Legal
- Example: An email concerning obtaining a patent for a product or process developed by a university researcher
Personnel
- 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
Research
- Example 1: An email concerning details of an export transaction
- Example 2: An email concerning care of animals in a lab
Student
- 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
The University is taking due diligence to comply with Nevada law and NSHE policy on record retention.
Yes, but you should only delete emails that are public records in accordance with the records retention and disposition policy.
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.
The content of the folders will not be monitored.
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.
Yes, new employees to the University will already have the folders installed when they open up their new email account.
There will be no noticeable differences to the user in the folders except for their names.
No, users will be able to delete the folders once they have been installed but there is no "opt-out" option.
No.