Consult with your LAN administrator, or departmental computer support personnel, for details. Some automatic periodic backup of e-mail by university and department system administrators is done under the university's disaster recovery plan. It is not designed to comply with the public records law. Thus, you need to set up your own retention procedures as outlined above to be sure you are in compliance with the law. The previously listed methods for retaining e-mail are in compliance with the public records law.
Any person has the right to request to see a public record for any reason.
The law does not require the requestor to specify a particular document. However, if responding to a public records request requires a substantial amount of time, the law allows you to charge the requestor for the cost of that time. Only e-mail made or received pursuant to law or in connection with the transaction of official university business must be produced. Appropriate use of university equipment for personal reasons is addressed in other university policies. The law requires you to respond within a reasonable time, which will depend on the nature of the request.