Chapter 4 – Information Technology

47110.12 E‑Mail Retention

• E-mail shall be retained in accordance with the Records Management Act, GCGovernment Code, section14740, et seq. E-mail messages are official records and are subject to State, federal and CDCRCalifornia Department of Corrections and Rehabilitation rules and policies for retention and deletion. The e-mail Retention Policy defines how long information sent or received by e-mail should be retained. These policy guidelines cover only information that is either stored or shared via e-mail, including e-mail attachments. This policy establishes retention parameters to effectively capture, manage, and retain e-mail messages. All sent and received e-mail from the department’s e-mail system shall be retained for a minimum period of three years. Other legal requirements may require e-mail to be retained for a longer period.

  • All e-mail is subject to this policy.

  • This policy applies to all individuals using the CDCRCalifornia Department of Corrections and Rehabilitation e-mail system.

• A litigation hold directive overrides any retention policy until the litigation hold has been cleared. When litigation is pending or future litigation is reasonably probable, CDCRCalifornia Department of Corrections and Rehabilitation shall preserve all relevant e-mail.