Email Retention Policy Exception

In an effort to improve the University's information management practices and ensure compliance with regulatory requirements, Vanderbilt IT will implement an email retention policy necessary to:

• Mitigate legal and security risks associated with long-term email retention
• Align our practices with industry standards and best practices

Beginning April 14, 2025, all emails older than seven years will be automatically purged from Microsoft Exchange/Outlook.

• This policy will be applied to all staff, graduate students, affiliates and shared mailboxes
• Emails older than seven years will be purged from all folders, including online archives
• This policy will not affect emails saved outside of Exchange/Outlook
• Faculty mailboxes will not be subject to this policy change

We understand that there may be certain business-critical emails or special circumstances where longer retention is required. 

To request an exception to the seven-year retention period, please submit the Email Retention Exception Request form by selecting "Request Exception" on this page.

• The form will require you to provide a justification for the extended retention, as well as identify a proposed retention period.
  • In order to properly implement this policy in line with the goals above, exceptions cannot be granted for convenience alone.
• Please obtain your manager/supervisor's approval to submit an exception request prior to submission.
  • If you are a graduate student in need of an exception, please include the name of your faculty advisor in lieu of a manager.
• All exception requests will be reviewed and approved on a case-by-case basis by VUIT, the Office of the General Counsel, and the office of your respective Vice Chancellor.

For additional help, please contact:

• Help Desk: 615-343-9999
• You may also chat with us by using the chat function found at the bottom of the page.