Encrypted Record Guidelines

Retention, Accessibility, and Disposal with encrypted records

Electronic messages sent or received in the course of conducting UC business are administrative records subject to University records policies, guidelines, and retention schedules. Such messages constitute official University records that must be managed according to the University’s retention schedule and legal requirements. 

Messages containing administrative records should be accessible not only to the individual who sends or receives them, but also to others in the department or business function when necessary, and therefore stored in a centrally accessible location.

Data must be disposed of immediately when the obligation to retain has passed. For more information, refer to UC Institutional Information Disposal Standard.

• Ensure proper deletion of files 
• Proper deletion of emails 

For more information please consult the Records and Information Management Office.