Starting October 4, 2021, a 90-day automated data retention schedule will be implemented at UBC to default transitory folders in the enterprise email service UBC Faculty and Staff Email (FASmail) in compliance with UBC Records Management policies and requirements. Information stored in the Deleted items, Junk Mail and RSS Feeds default transitory folders in FASmail will be automatically destroyed after the 90th day.
Implementing this automation ensures data is not retained longer than needed, reduces digital clutter and complies with UBC Records Management policies and requirements.
This change will affect all staff, faculty and student employees at both UBC Vancouver and UBC Okanagan campuses who use FASmail. This change will not affect users of the UBC Student Email Service and the legacy Student and Alumni Email Service.
A data retention schedule provides guidance on how long records must be kept and ensures records are not indefinitely stored if they are no longer needed. This will reduce risk related to data breaches and maximize the usage of storage space.
The data retention schedule for FASmail default transitory folders is a 90 days period. After the 90th day, only the following specific Outlook folders will be affected: Deleted items, Junk Mail and RSS Feeds. Make sure to review folders that will be impacted by the 90-day schedule once implemented, back-up messages and links folders that are meant for long-term storage, and review and update any automated rules that you may have set up.
Where to go for information:
For more information about UBC Records Management, please review the data retention policies. Please contact the IT Service Centre with any technical support requests or connect with UBC Records Management (records.management@ubc.ca) with policy questions.
