Email Retention Standard
MnDOT Standard # IT-001
Effective: January 29, 2024
Published: June 21, 2023
View/print signed standard (PDF)
Please go to the MnDOT Org Chart to find specific contact information: Org Chart.
Responsible Senior Officer: Technology and Data Leadership Committee Chair
Standard Owners:
- Deputy Chief Counsel, Office of Chief Counsel
- Director, Office of Administration
Contacts:
- Records Manager, Office of Chief Counsel
- Technology Investment Program Manager
Statement of standard
The management of email is required as part of employment at the Minnesota Department of Transportation.
- Email communications that are official records must be stored in the respective record keeping system according to the MnDOT Records Retention Schedule and the Records Retention and Disposal Policy.
- Email communications that are transitory or non-records should be deleted after they no longer serve a business need.
- All email data is subject to the Minnesota Government Data Practices Act.
- Employees must not store any state email data on personally owned equipment or devices. (See IT Use Guidelines and the Appropriate Use of Electronic Communication and Information Technology Policy for additional details)
- The Office of Chief Counsel may direct employees to preserve all email communications relating to a specific subject in accordance with the Legal Hold Policy.
MnDOT imposes mailbox size limits and uses automatic deletion to manage its electronic communications data.
Electronic Mailbox Size Limits
MnDOT limits all employees to 10GB of storage in their electronic mailbox. In limited circumstances, employees may be granted an exception allowing an increase in the mailbox size to a maximum of 25GB. To request an exception, employees must submit an IT Exception Request (ITERA).
Automatic Deletion
MnDOT will automatically delete all messages in the email system according to the following schedule:
- Inbox and custom folders: 2 years after receipt
- Sent items box: 2 years after date sent
- Junk/spam folders: 30 days after receipt
- Deleted items or “Trash” folder: 30 days after deletion
- Drafts: 30 days after creation
- Calendar items: 4 years after meeting date
- Archive folder and subfolders: 10 years after receipt
Reason for standard
Use of email has morphed from a communications tool into an information storage system where most messages are kept by employees for undetermined lengths of time, no matter the topic. Treating the email system as a document repository presents many risks to MnDOT including:
- Legal exposure for MnDOT and other parties due to emails being retained for longer than needed
- Time burden to fulfilling data requests due to a high volume of emails to search
- Utilizing unofficial forms of recordkeeping can prevent access to documents needed for business continuity.
Additionally, email is a format, not a record type. Employees must follow the Record Retention Policy to store records in the repository designated on the retention schedule. Properly deleting email communications reduces MnDOT’s risk.
This standard ensures compliance with Minnesota Statutes §138.17.
Applicability
This standard applies to all MnDOT employees and third parties with a MnDOT email account.
Definitions
Transitory Data
Information which is:
- not an integral part of administrative or operational records file,
- not required to sustain administrative or operational functions,
- not regularly filed under a standard records classification system,
- not required to meet statutory obligations, and
- recorded only for the time required for completion of actions or ongoing records associated with them.
Note: General correspondence, copies, and reference items are generally considered transitory data.
Roles and responsibilities
Employees and Third Parties with a MnDOT Email Account
- Manage email communications data according to this standard.
- Determine when email communications data is a record pursuant to the MnDOT Record Retention Policy.
- Move email communications data that are official records to the appropriate system of record according to the Records Retention Schedule.
- Preserve data subject to legal hold according to the MnDOT Legal Hold Policy.
MNIT
- Implement the automatic deletion standards set by MnDOT.
Standard Owners
- Review the standard every two years, or sooner as necessary, to ensure the standard remains current.
- Ensure documents and training associated with the standards remain current.
- Communicate the requirements of the standard.
Resources and related information
Forms
- IT Exception Request (ITERA)
Processes, Procedures, and Instructions
Resources
- MnDOT Records Retention Schedule
- Records Retention and Disposal Policy
- Legal Hold Policy
- Minnesota Government Data Practices Act
History and updates
Adopted
June 20, 2023 (Effective: January 29, 2024)
Review of standard
The next scheduled review of this standard is due June 2025.