Electronic records have changed the way we create and disseminate information. With the use of databases, prevalence of email communications and social media presence, electronic records have largely replaced their paper predecessors in many cases. Despite these changes, the necessity of properly managing records in accordance with public records law remains.
As a state agency, Mason is required to manage all public records, including electronic records, according to the Virginia Public Records Act, or VPRA (Code of Virginia § 42.1-76–§ 42.1-91). The VPRA outlines our recordkeeping responsibilities, defines the scope of public records, and describes requirements for securing, retaining, and disposing of public records. The VPRA defines public records as follows:
“Public record” or “record” means recorded information that documents a transaction or activity by or with any public officer, agency, or employee of an agency. Regardless of physical form or characteristic, the recorded information is a “public record” if it is produced, collected, received, or retained in pursuance of law or in connection with the transaction of public business. The medium upon which such information is recorded has no bearing on the determination of whether the recording is a “public record.” Code of Virginia §42.1-77
The value of information is determined by content, not its format. The content dictates how long the information must be retained. The same applies to electronic records. The value and retention period are determined by the informational content of the electronic record, rather than by specific format (such as Word, spreadsheets, databases, etc.).
NOTE: Once records are digitized, the electronic version becomes the official copy and the paper copy becomes a reference copy. Digitizing records DOES NOT alter the retention period. RETENTION REMAINS THE SAME REGARDLESS OF FORMAT.
The Library of Virginia (LVA), Mason’s governing authority regarding records retention, has provided guidance that may be helpful in managing electronic records and email.
Electronic Records Guidelines (ERG): Official guidelines for managing e-records.
Email Management Guidelines: Managing email records.
Digital Imaging Guidelines: Digitizing/scanning paper records.
Infolinx – Adding Electronic Records
Due to the growth of electronic records deletion requests after the Microsoft 365 migration, URM requires all departments and units to enter electronic record information into Infolinx in the same way as boxes, but to specify it is an electronic record and the estimated file size in the Box Content field. For example: Matriculated Graduate Student Applications – Electronic records, 10 MB.
Please reach out to your department’s records coordinator for help with entering box or electronic records information into Infolinx as well as printing labels and requesting pick up of physical records. If your department or unit does not have a records coordinator, then view the New Records Coordinator steps on the Records Coordinators page.
If you have any questions about managing electronic records or entering data into Infolinx, please contact University Records Management at [email protected].
Microsoft 365 Email Retention Changes
Beginning Monday, May 18, 2026, Outlook emails that are 90 days old or more located in the Deleted Items folder will be tagged for permanent removal on a rolling basis. This change is being implemented to improve data security, optimize data storage management, and enhance email performance.
How To Prepare
- Review your Deleted Items folder and evaluate your data with the following information provided by University Records Management:
- Training and Resources
- Approved Retention Schedules
- Contact [email protected] with any records related questions
- This change will not impact any other folders in your Outlook account. If there are deleted items you want to keep, please move them to another Outlook folder or another appropriate storage space such as OneDrive or SharePoint.
- For more project details, see the M365 Storage Roadmap. Additionally, the Collaboration Collective MS Team – Microsoft Storage Project channel is available for collaboration regarding changes to M365 cloud storage.
If you have any questions or need assistance, please contact ITS Support at 703-993-8870, or via live chat.