Email and cloud storage cleanup quick guide

This article is a quick reference to help you decide what to move, keep, or delete when you clean up email and cloud storage files. It is a resource, not a policy. The official source for how long university records must be kept is APL IV-D Record Management Practices. If this guide and the policy ever differ, follow the policy.

Email and cloud storage cleanup quick guide

Use this guide before you clean up email, Microsoft OneDrive, Google Drive, SharePoint, shared drives, and files saved on your computer.

Before you delete: does it belong in a shared drive?

Not every file taking up space should be deleted. Some belong somewhere else. Ask one question first: Should this file still be available after I leave?

  • Yes: Move it to a shared drive. Department, project, and team files, and anything colleagues will need, belong in shared storage. Moving them also frees up space in your individual account.
  • No: Keep it in your individual account, or use the guide below to decide if you can delete it.

Shared drive files can be deleted too, but take extra care. Because they hold department work, they're more likely to be official records. Use the checks below, and if you're unsure, ask the shared drive's manager or your department records owner before you delete. Moving a file doesn't change how long it must be kept.

Start here: email is a container, not a retention category

Routine email can go when the business need is done. If a message or attachment documents an official university record, follow the retention rule for that type of record.

30-second decision check

Ask these four questions, in order, about each item you want to delete.

  1. Is there a hold, request, audit, or dispute?

    Do not delete. A legal hold, public records request, investigation, grievance, claim, litigation, or audit always stops cleanup.

  2. Is it routine or a duplicate?

    It is usually OK to delete when no active business need remains.

  3. Does it document work or a decision?

    Check first if it supports an approval, purchase, grade, student matter, employee action, grant, contract, or policy.

  4. Still unsure?

    Move official records to the approved system of record, or ask the records owner before you delete anything.

Quick answer

Find the group that best matches the item.

Usually OK to delete

When no official record is involved

  • Junk mail, spam, newsletters, and routine announcements
  • Duplicates or convenience copies
  • Drafts, once the final version is filed
  • Old downloads and personal files

Check first

When it may be a university record

  • Student, human resources, finance, purchasing, grant, research, contract, safety, or legal material
  • Confidential or regulated information
  • Your copy is the only copy, or the owner is unclear

Do not delete

Until a records owner confirms

  • Anything under a legal hold, audit, public records request, investigation, grievance, claim, or litigation
  • Official records still within their retention period
  • Permanent or vital records

Common retention flags from the records schedule

These are simplified signals. The retention schedule in APL IV-D Record Management Practices sets the actual retention period.

Typical retention periods by record type
Record type What the schedule usually says
Student records Many items: 3 years after graduation or non-attendance. Transcripts and grade data: permanent.
Human resources and payroll Often 6 years, or length of employment plus 6 years. Some medical or exposure records: much longer.
Finance and travel Invoices, receipts, purchasing card (P-card) records, travel, and journal support: often 6 years.
Contracts and sourcing Contracts, agreements, requests for proposal, quote, or information (RFP, RFQ, RFI), bids, and proposals: often the effective date plus 6 years.
Grants and research Often 3 years after the project ends, unless the sponsor, Institutional Review Board (IRB), or award terms require longer.
Legal and public records requests Do not delete until Legal or the records owner confirms the matter or request is complete. This includes Maine Freedom of Access Act (FOAA) and Freedom of Information Act (FOIA) requests.
Safety and health Incident, hazardous materials, training, medical, and exposure records may be kept 3 to 30 years or longer.
Permanent and vital records Board minutes, bylaws, deeds, tax determinations, catalogs, grade data, patents, and trademarks.

Bottom line

Delete routine clutter. Do not delete official records, records with holds or requests, or anything you cannot confidently classify.

When in doubt, ask your supervisor, your department records owner, Legal, or the appropriate central office.

Environment

  • University email
  • Google Drive and Google shared drives
  • Microsoft OneDrive and SharePoint
  • Files saved on university computers

Source: APL IV-D Record Management Practices. This guide is a quick reference for storage cleanup and does not create a new retention policy. Retention usually runs from the event named in the schedule, not from the date you received the email or saved the file.

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