Email Retention Tech Overview and How-To

For more information about when to retain an email and choosing the correct label, see [[link to UARM guide]]. <-- Put in Helpful Links card

In accordance with POL-U4910.03 - Managing University Records all WWU employees are required to use the Label Policies deployed in Outlook in order to retain email records. Email record retention additionally meets the needs of the University Archives & Records Management and University Policy, Rules & Public Records Offices.

This work came out of the Email Retention Improvement Project.

Helpful Links

What is a Public Record?

Information from the Public Records office outlining what defines a public record in Washington State law.

Records Management 101

Guide from the University Archives and Records Management office (UARM).

How To Apply a Retention Label to Your Email

Outlook On The Web (Browser) & New Desktop Outlook

  1. In the Home tab of the ribbon, select Policy.

    Screenshot of Outlook ribbon. The Home tab is selected, with the mouse hovering over the Assign Policy option.

  2. Select the appropriate label from the dropdown.

    Screenshot of an Outlook Retention Policy dropdown menu showing various deletion timeframes including 1 week, 1 month, 6 months, 1 year, 5 years, and never delete options. The menu also includes custom policies like "Test - Email Retention Project Team (30 days)".

  3. You'll see an information bar that confirms the label has been applied.

    Screenshot of an email titled "Sustainability Action Plan Update: 2025-2030 Priorities" sent to WWU Employees BCC from President. Email includes a reminder about a 30-day expiration for a Restoration Test from Email Retention Project Team with specific expiration date and time.

Desktop Outlook (Classic)

On an Existing Email

  1. In the Home tab of the ribbon, select Assign Policy.

    Screenshot of Outlook ribbon. The Home tab is selected, with the mouse hovering over the Assign Policy option.

  2. Select the appropriate label from the dropdown.

    Screenshot of an Outlook Retention Policy dropdown menu showing various deletion timeframes including 1 week, 1 month, 6 months, 1 year, 5 years, and never delete options. The menu also includes custom policies like "Test - Email Retention Project Team (30 days)" and options for setting folder policies and viewing items expiring soon.

  3. You'll see an information icon below the Sender and Recipient confirming the label has been applied.

    Screenshot of an email titled "Sustainability Action Plan Update: 2025-2030 Priorities" sent by President to WWU Employees BCC. The email references a Retention Policy with a test from the Email Retention Project Team, including a 30-day expiration notice dated 3/5/2026.
On a New Email

This feature is only available in the Desktop Outlook client. Labels selected here are only applied to the initial email, not the whole thread.

From the Message tab, select Assign Policy and click the appropriate label from the dropdown list.

Screenshot of an email composition window in Outlook showing a dropdown menu for setting the Retention Policy. The menu includes standard policy timelines and a highlighted Test - Email Retention Project Team policy.

This information bar confirms the application.

Screenshot of mailtip that appears after applying a policy on an email you're composing. Text reads "After this message is sent, the message will be saved in your Sent Items folder with the Retention policy 'Test - Email Retention Project Team (30 days)'. This policy will not be sent to the recipient(s)"

Outlook On The Web (Browser) & New Desktop Outlook

  1. Right click on the folder.
  2. Select Assign policy from the dropdown menu.
  3. Select the appropriate label.
Screenshot of Outlook with a series of expanded menu options. The Inbox subfolder "ERI Project Test" has been left-clicked - from that menu, Assign Policy is selected. Under Retention labels, "Test - Email Retention Project Team" is highlighted.

Desktop Outlook (Classic)

  1. Right click on the folder and select Properties...

    Screenshot of Outlook with the Inbox subfolder "ERI Project Test" left-clicked to show an options menu. "Properties" at the very bottom is highlighted.

  2. Select the Policy tab. Click the dropdown arrow and choose the appropriate label.

    Screenshot of Outlook folder Properties settings window titled "ERI Project Test Properties" showing the "Policy" tab. The window displays a dropdown menu for "Folder Policy" with options for email retention periods ranging from 1 week to 5 years, including "Never Delete" and a custom "Test - Email Retention Project Team (30 days)" policy, which is selected.

  3. Select Apply.

    Screenshot of Outlook folder policy settings window titled "ERI Project Test Properties" showing the "Policy" tab for retention policy configuration. It displays a folder policy dropdown set to "Test - Email Retention Project Team (30 days)" with a description of a 1-month retention period for Core Project Team testing, alongside buttons for adding or removing retention policies and options to OK, Cancel, or Apply changes.

FAQ

When a retention label is applied, Microsoft Purview handles it based on the associated backend policy. Example flows are outlined below. Emails kept in Purview are visible only to ITS administrators, or the Public Records office or University Archives office by request. 

Retention Schedule Flow in Purview Example 1

Label Name: Academic & Student Support [email]

Description: This title covers a range of academic and student support communications relating to:

  • Applications for Admission to University, Major, or Program (92-12-51644.0003.18475)
  • Experiential Learning Sites Files (17-06-69050.0003.18619)
  • Scholarship Recipient Selection Records (14-09-68674.0003.18444)
  • Student Progress Monitoring Files (14-09-68689.0003.18475)

Retention Duration & Disposition Instructions: 10 years from date of receipt and then delete.

  1. Select the label in Outlook
  2. Email is stored in Purview for the duration set by the title's policy (10 years)
  3. If you delete the email or leave the University and your email is deleted, Purview still retains the record.
  4. After 10 years, Purview deletes the email.

Retention Schedule Flow in Purview Example 2

Label Name: Governance & Executive [email]

Description: This title applies to communications held by governing, executive, or advisory bodies received from or sent to the units or bodies reporting to them. This includes:

  • Executive communications relating to the development, implementation, and interpretation of the policies and procedures developed by the agency to implement its core functions and mission;
  • Less formal executive or governance policy decisions which set or impact the direction and priorities of the agency

The focus of this title is on communications documenting the development, implementation, and interpretation of policies or decisions affecting the institution and its mission.  This title does not include records dealing with personnel management or budget planning

Retention Duration & Disposition Instructions: 7 years after email is sent, then transfer to Archives for appraisal and selective retention.

  1. Select the label in Outlook
  2. Email is stored in Purview for the duration set by the title's policy (7 years)
  3. If you delete the email or leave the University and your email is deleted, Purview still retains the record.
  4. After 7 years, [[DISPOSITION REVIEW AUTOMATION PROCESS EXPLANATION]]

 

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