NC State’s Office of Information Technology uses Google Vault retention and eDiscovery service for all Google Workspace (Gmail, Drive, Chat, and Gemini) accounts at NC State.
- Employees can easily retain copies of all their work-related email of a non-transient nature as required by state law.
- See Legal requirements for archiving (all state employees) below.
- Students can choose to keep their Gmail messages for as long as they have their accounts. There is storage in Gmail and Google Drive.
Legal requirements for archiving (all state employees)
The North Carolina Public Records Act (N.C.G.S. 132-1) requires that you, as a state employee, maintain copies of all work-related electronic records, including work-related email of a non-transient nature, that:
- You send through any email system to recipients inside and outside the university.
- You automatically forward to another address.
- You receive from external sources.
These work-related email messages and other content in the Google Workspace suite which may apply:
- Are public records.
- Are the property of the people of North Carolina.
- Must be presented upon request (e.g., subpoena or court order but not a request from the general public).
- May not be deleted, altered, or disposed of except in accordance with the university’s Campus-Specific Records Retention and Disposition Schedule (PDF).