Summary

To establish guidelines for automatic removal of older mail items in the Inbox, Sent Items, Calendar, and Deleted Items folders. Automatic purging will maintain the client databases, limit disk space usage, and reduce possible corruption.  Reasonable mailbox sizes are necessary to efficiently manage the universities email system.  Users exceeding limitations for more than 14 days will be notified by University Information Technologies. The individual with primary responsibility is the Network Administrator and the back-up designee.

Guidelines 

The email system is set up so that the following purges are automatically implemented as follows:

• Inbox - 180 days: The Inbox is the primary folder for all incoming mail items. Items that are older than 180 days will automatically be deleted. These items will be placed in the Deleted Items folder for up to seven days.
• Calendar - 365 days: Appointments, Tasks, and Notes that are older than 365 days will automatically be deleted. These items will be placed in the Deleted Items folder for up to seven days as indicated below. Reoccurring appointments will only be removed from the calendar if they meet the 365-day criteria.
• Deleted Items - 7 days: The items that are marked for deletion are placed in the Deleted Items folder for seven days. Afterward, the items will be automatically removed. These items cannot be restored easily; therefore, it is critical to mark only the items that need deleting.

*In order to maintain mail past the date limitations, users may establish automatic archiving to a specific directory on your personal computer or within another folder in your mailbox before the dates indicated above. Please reference HELP in the particular email client for assistance.