This article pertains to all employees in Canada and the United States.
Email is not long-term storage. This document outlines what and when emails are deleted automatically from employee inboxes.
The following licenses have the maximum noted storage. Once an email age limit is reached, the oldest emails in specific folders will be processed as (noted) per license.
- F3 - 2GB (deleted)
- E3 - 50GB (archived)
- E5 - 100GB (archived)
Knowing whether your email will be deleted vs. archived is to understand your licensing. Licensing is associated based on your title. See the complete list of titles and license assignments for further details.
Common and personal folders and their retention limits
When an email reaches the following age limit +1 day, the email will be processed according to your license type listed above.
- Junk E-mail - 30 days
- Sync - 5 days
- Deleted Items - 60 days
- RSS Subscriptions/RSS Feeds - 15 days
- Personal folders - 1 year
- Default folders - 1 year
- Default Outlook folders with this limit include Sent Items, Drafts, Inbox, Clutter, Archive, Calendar, Conversation History, Drafts, Journal, Notes, Outbox, RSS Feeds, Recoverable Items, Sync Issues, Tasks
Personal folders that are created by an employee are automatically managed by the personal folders retention policy noted above. When the policy is reached, email flow for that employee may stop until the size is reduced (manually or automatically). Employees are notified daily when their mailbox size reaches XX% of their storage limit. Do not call the Help Desk.
Termed employees
The following happens when employees separate from the company:
- Email mailbox is immediately marked for deletion; mailboxes are not reassigned
- Name and contact details are removed from Exchange Address Book and Teams
Managers with separating employees are to work with employees PRIOR to date of departure to move emails and associated files to another employee.
Some managers and all Directors and above are continuously backed-up and email is preserved for 1 year. After 1 year, the backup is deleted.
If there are circumstances where a mailbox is required to be preserved beyond 1 year, a ticket needs to be opened and documentation provided stating the reason for preservation.
Archiving
Licenses with archiving have unlimited email retention. Those with archive associated to their license will see another mailbox in their list labeled Online Archive - first.last@reliableparts.com.
Searching is only available per mailbox, Search will not search across both your live mailbox and your Online Archive mailbox.
The Online Archive mailbox may be slower at times to retrieve the data.
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