Faculty / Staff:
- All faculty and staff mailboxes are assigned the UF Retention Policy. The current policy is set to three years.
- Email will be deleted three years after being received, unless it is saved to a folder outside of your Inbox.
Student Employee Mailboxes:
- Student employee “Work” mailboxes are assigned the UF Retention Policy, which is currently set to three years.
- Email will be deleted three years after being received unless it is saved to a folder outside of your Inbox.
Students:
- Retention policies are not applied to student mailboxes. Your emails will not be automatically deleted while you have access to your account.
- Email is not retained once you no longer have access to your mailbox. Students have access for 365 days after graduation or after they have not registered for a UF class for 365 days.
Note: Students should expect to receive automated deprovisioning reminders to their UF and personal emails at the 90, 60, 30, 15, 7, and 1-day marks.
Retired Faculty
In order to fulfill the United Faculty of Florida Contract (Article 25 Section 9), UFIT will extend GatorLink ID and Email service to retired Faculty members.
To support this, UFIT implemented the affiliation of ‘Retired Faculty’ (283). This will accompany the existing ‘Retiree’ (199) affiliation; however, unlike ‘Retiree’, this new ‘Retired Faculty’ affiliation will be eligible for a GatorLink ID and UF Email services (@ufl.edu address and mailbox).
To minimize security risks, these accounts will be disabled after a certain period of inactivity.
- For email services, you must log into your UF mailbox every six months. After six months, you will be notified of the impending loss of service via both your business and personal email addresses on file with UF. If those accounts continue to be inactive, UF will disable the mailbox and @ufl.edu email address at the seven-month mark.
- GatorLink accounts are set up similarly, but with a longer ten-month inactivity requirement. As long as you log in to your account within the specified time period, your account will stay active.
Note: Logging into the UF Exchange mailbox will be sufficient activity to maintain both the GatorLink Identity and Email services. GatorLink Identity (but not Email services) can also be maintained by logging into common UF services, such as myUFL.
UF Health HIPAA Requirement to Archive Email Longer Than Three Years
If you have HIPAA or FERPA-related emails in your inbox, you will need to manually create a new folder outside your inbox, then move the emails in question to that new folder, where the content will be retained longer than the three-year retention period.
- HIPAA-related emails must be retained for six years.
- FERPA-related emails must be retained for five years.
All record retention schedules can be found at: Record Retention Schedule Search
What Folders Have Email Automatically Deleted by the Retention Policy?
The GatorMail system is configured to automatically delete email from these folders in the stated time frames below:
- Inbox: 3 years (1095 days)
- Sent Items: 3 years (1095 days)
- Deleted Items: 30 days
- Junk Email: 14 days
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For further assistance, please contact the UFIT Help Desk.