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LACA E-mail Retention Policy

Overview
At the request of the LACA Governing Board (Superintendents), on December 1, 2005, LACA activated an automated e-mail cleanup procedure based on the policy outlined below.  This page attempts to answer all questions about this policy change.

This change only affects users of LACA's Exchange/Outlook Web Access e-mail system.   The following people WILL be affected by this policy

  • Anyone with a LACA.ORG e-mail address.
  • Anyone with a TVSCHOOLS.ORG e-mail address.
  • Anyone with a UHS.LACA.ORG e-mail address.

The following people will NOT be affected by this policy:

  • Licking Valley staff who use lickingvalley.k12.oh.us e-mail addresses.
  • C-TEC staff who use c-tec.edu e-mail addresses.
  • Fairfield Christian Academy staff who use fairfieldchristianacademy.com e-mail addresses.
  • Anyone who uses Outlook, Outlook Express, Netscape Communicator, or Eudora and has chosen POP3 as the protocol for reading e-mail. POP3 downloads the e-mail from LACA's e-mail server to local folders on your computer. Once this happens, LACA does not have the ability to delete or access these messages. However, if you use POP3, but do not access your e-mail for 30 days, new unread messages in your Inbox may be deleted from the LACA e-mail server BEFORE you download them to your computer.
The E-mail Policy Rules
E-mail Storage Limit
The maximum allowed storage per user on LACA's e-mail system will be 100 megabytes, or 100,000 kilobytes.  If you exceed this limit, you will be warned by an automated message. Please see http://www.laca.org/limits.htm for tips on staying under this limit, and how to check your disk space usage.
Inbox Folder
E-mail messages in your Inbox older than 30 days will automatically be deleted.  These messages will be moved to a new folder called System Cleanup, where they will remain for 30 more days before being permanently deleted.
Sent Items Folder
E-mail messages in your Sent Items folder older than 30 days will automatically be deleted. These messages will be moved to a new folder called System Cleanup, where they will remain for 30 more days before being permanently deleted.
Deleted Items Folder
E-mail messages in your Deleted Items folder older than 7 days will automatically be deleted. These messages will NOT appear in the System Cleanup folder, but you will be able to recover them by using the Recover Deleted Items procedure for up to one week after they have been automatically deleted (see the section below titled Recover Deleted Items).  This allows deleted messages to remain on the system for a maximum of 14 days.
System Cleanup Folder
The System Cleanup folder provides a "last chance" to recover deleted items.  It will show up just like any other folder, but only if there are messages in it.   Messages will remain in System Cleanup until they are 60 days old, after which they will be permanently deleted.  NOTE: You will not see a System Cleanup folder unless something was moved there. If you keep your Inbox and Sent Items clean, you may never see a System Cleanup folder get created.
Storing Your E-mail Messages
If a message in placed into ANY folder other than Inbox, Sent Items,  Deleted Items, or System Cleanup, it will not be automatically deleted. Any important e-mails you wish to keep should be moved to another folder. 

Click here for help creating and deleting folders in Outlook Web Access.

Click here for help moving or copying a message in Outlook Web Access
Recovering Messages from System Cleanup
When messages from Inbox and Sent Items are deleted, they are moved to System Cleanup.  New Inbox and Sent Items folders are created under System Cleanup.  Be sure to click on the plus sign (+) next to System Cleanup to see the folders underneath it. If a message has been moved to System Cleanup that you wanted to keep, simply move the message to another folder, the same way you move messages from your Inbox to another folder. 

Click here for help moving or copying a message in Outlook Web Access
Recover Deleted Items
If a message is emptied from your Deleted Items folder, it is still not completely gone yet.  You still have one more chance to recover it. 

Click here for help recovering items you've deleted in Outlook Web Access
Further Questions?
If you have other questions that are not answered here, please contact the LACA e-mail support team at exchange@laca.org for assistance, or call LACA at 740-345-3400.

Thanks.