At Hoe Valley School we have set our email to automatically move to the 'Bin' folder after 150 days (approximately 5 months). After an additional 30 days (resulting in approximately 6-month retention) the email is automatically deleted.
What if I want to keep select emails longer?
We accept that there are instances where you may want to keep emails for more extended periods. You will need to create a new label called:
NoAutoRemoval
Emails can be tagged with more than one label using the 'Labels' menu at the top of any email.
Please note: You may need to think about how you handle sent emails that you haven't received an answer to that then prompts you to label the email accordingly
Can I bulk mark email?
It is possible to bulk-mark emails with multiple tags for existing emails as shown below.
Select the current label, (1) tick the select all option then you can (2) apply multiple tags.
What happens if I create a nested or sub-label?
Gmail will allow you to create labels nested under the 'NoAutoRemoval' label but email contained within these labels will still be removed.
Why are emails automatically deleted?
We have this policy in place because:
- To ensure that unnecessary data isn’t being retained.
- Reducing the risk and scope of a data breach if an individual’s account was compromised.
- Reducing the quantity of email that needs to be processed as part of a SAR (Subject Access Request).