The retention for e-mail is based on the content of each individual email. Emails that simply request or provide generic information are transitory and can be deleted as soon as a reply is given or received. E-mails that inform decision-making or could potentially be relied upon legally or financially are substantive and must be retained as per an approved retention schedule.
Examples of transitory emails:
- Answer directional questions such as:
- "When is the test?"
- "What are your office hours?"
- "How do I apply for this program?"
- Provide generic information
- Contain information or links from a source such as a website, database, or content management system
Examples of substantive emails:
- Complaints against UW employees or fellow students
- Requests for a waiver or appeal
- Grade appeals
- Advising recommendations
- Address disciplinary and conduct issues
For additional information on the retention of communication to and from students see this link. If you have questions about the retention for specific types of student communications, please contact us at 543-0573 or firstname.lastname@example.org.