As a public institution in New York State where Freedom of Information laws are broad, FIT is legally required to review and produce documents and data—including email—at the public’s request, regardless of the purpose of the request, with limited exceptions. In addition, FIT is subject to review by any number of agencies charged with enforcing certain legal and compliance obligations. The scope and burdens of such reviews can greatly increase when we keep more information for terms longer than are required by New York State Archives MI-1 retention schedule.
To aid in this best practice behavior for email, FIT will begin slowly moving toward an email retention program in which all emails older than eight (8) years will be deleted automatically, including archived messages, chat histories, attachments, and emails that have been moved to Labels (referred to as “folders” in Outlook). This program will go into full effect on February 28, 2019. The initial deletions of emails will happen in phases.
Email Retention Roll-out Schedule
|November 14, 2018||Email Dated Nov. 13, 2008, and older moved to Trash|
|December 5, 2018||Email Dated Dec. 4, 2010, and older moved to Trash|
|January 28, 2019||Email Dated Jan. 27, 2011, and older moved to Trash|
|February 28, 2019||Email older than eight years are permanently deleted
on a daily, ongoing basis
You should think of FIT email inbox like the mailbox in front of your home. One would never think of storing sensitive or important information in their home mailbox for weeks, months, years. A mailbox serves as a short-term drop-off location and is emptied regularly.
Frequently Asked Questions
- Eliminates expenses related to the storage, preservation, indexing, searching, and processing of unnecessary information
- While the actual cost of storage may be minimal recent studies with public agencies, have found that as much as 90% of the cost of Public Records Requests comes from the cost of labor to search, filter, and redact information from their repositories
Improves operational efficiency
- Eliminates low value, redundant, outdated, incomplete, inaccurate, and trivial information
- By disposing of unnecessary information, it is easier to retain, access, and protect necessary information, searches are more efficient (less “garbage” to sort through) and results in providing information that is timely, accurate, and responsive
- The best way to protect personal or non-public information is to dispose of it when no longer needed
Most emails are NOT records and are simply ESI (Electronically Stored Information).
A “record” must possess all of the following elements:
- Documentary material,
- Transmitted or stored by the College, and
- Has legal, operational or historical value
The Office of Policy and Compliance has contacted departments that may have records in an email that need to be retained longer than eight years. If you have not been contacted, and believe to have records in an email that are required to be retained longer than eight years, contact firstname.lastname@example.org as soon as possible.
Employees may also attend an email management workshop for additional help and training; please sign up at it.fitnyc.edu/email-management-workshop/.
At this time graduates and retired faculty of FIT retain their @fitnyc.edu email address; but services and access are subject to change, please check your email regularly to stay informed of any changes.
Please review FIT’s Email Policy.
Yes, starting on February 28, 2019, all email and chat histories older than 8 years will automatically be permanently deleted, including archived messages and emails that have been moved to Labels (referred to as “folders” in Outlook). Permanently deleted email and chat histories do not go to the trash label but are purged from FIT systems and cannot be retrieved.
2. Select “All Mail” on the left-hand side (under the compose button)3. Hover over the “1-50 of …” that shows you how many emails you have at the top of the page. When you do this, a dropdown will allow you to click “Oldest.” That takes you to the oldest page in your Gmail history.