San Joaquin County adopts three‑year default email retention policy; departments must save longer records

San Joaquin County supervisors approved a new countywide email‑retention policy on June 30 that establishes a three‑year default retention period for routine emails and an annual deletion process.

County counsel explained the proposal is intended to balance transparency with administrative efficiency and the costs of long‑term electronic storage. Under the new policy, each January the county will delete emails older than three years unless a user or department has separately preserved specific messages or attachments that are legally required to be kept, subject to litigation holds or chosen for institutional records.

The policy allows departments that have ongoing projects or legal obligations to adopt a longer retention schedule, and staff pledged an outreach window so employees can archive material they deem important before the first automated deletion. County counsel noted that exceptions already exist for litigation holds and documents statutorily required to be maintained longer than three years.

Board members said the change will reduce storage costs and staff time spent responding to historic public‑records requests, but emphasized the importance of clear guidance and training so employees preserve necessary records in advance.

The board approved the policy by vote and asked departments to notify staff and preserve records they consider essential before the first deletion cycle.