9.4.10 Procedures for Minimum Retention Times for Electronic Stored Information

I. Introduction

The purpose of this procedure is to establish minimum retention times for collected electronic information being stored in connection with Illinois State University's information technology resources, computers, networking systems and data collectively defined here as "ISU Information Technology Resources and Systems."

II. Retention Times for Electronic Stored Information

The following categories of ISU Information Technology Resources and Systems have been identified as locations where electronic information is being stored. The minimum retention time frames for electronic information collected by these systems are to be as follows:  

• Telephone Call Record Logs - These logs should be retained for not less than a 12 month cycle.
• Cellular Telephone Call Records - Billing call records from cellular providers should be retained for not less than a 12 month cycle.
• Electronic Mail Transaction Logs - These logs should be retained for not less than a 60 day cycle.
• Authentication Logs (Wireless, ResNet, VPN, NAC, etc.) - These logs should be retained for not less than a 30 day cycle.
• IP Address Logs - These logs should be retained for not less than a 30 day cycle.
• Electronic Mail Files - These files should be retained for not less than a 30 day cycle.
• Voice Mail Files - These files should be retained for not less than a 30 day cycle.
• Electronic Calendar Files - These files should be retained for not less than a 30 day cycle.
• Individual Network File Share Folders - These files should be retained for not less than a 30 day cycle.
• Group Network File Share Folders - These files should be retained for not less than a 30 day cycle.

Last Review: December 2010