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 Division of Library and Information Services. 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. For more information you may also consult the following UCF policies:
- 4-001.2, Retention Requirements for Electronic Mail
- 2-100.5, 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@ucf.edu.
Questions concerning the retention of specific documents should be directed to the University’s records management liaison officer, Carmen Jarquin, at 3-2351 or RMLO@ucf.edu
Direct Support Organizations, whose records are generally exempt from the disclosure requirements of the public records law, should continue to follow their policies on release of records.