The university, as a state entity, is subject to the Florida Public Records
Law.  That law requires that public documents, including email, be
retained for the appropriate retention period as described in the records
schedules published by the Library and Archives of Florida.  These schedules can be found at the following websites:

-State of Florida General Records Schedule GS1-SL for State and Local Government Agencies

-State of Florida General Records Schedule GS5 for Universities and Community Colleges

Most email must be retained for three years.  It is the responsibility of each
employee to insure that their emails are retained in accordance with the
records schedules.  Failure to follow these retention policies can subject the
employee to sanctions, including monetary and criminal penalties.

GroupWise contains an archiving feature which offers a convenient method to retain email.  You can learn more about this feature at the following website:

-Basic Procedures for Archiving Email in Groupwise

For more information you may also consult the following UCF policies:

-Policy 4-001, Retention Requirements for Electronic Mail

-Policy 2-100.1, Florida Public Records Act-Scope and Compliance

For more information concerning the public records law and email, you may
contact the General Counsel’s Office at 3-2482 or gcounsel@mail.ucf.edu.
Questions concerning the retention of specific documents should be directed to the University's records custodian, Sandra Cherepow, at 3-2484 or scherepo@mail.ucf.edu.  Direct Support Organizations, which are generally exempt from the public records law, should continue to follow their policies on release of records.