• Check for the existence of a folder called EMAIL_CUSTODIAN. If it doesn't exist, it will be created and the user will be subscribed to it so it will show up in their folder list.
• Delete any old messages currently in the EMAIL_CUSTODIAN folder.
• Delete all messages from folders called Deleted, Deleted Items, Trash, My Trash, or Wastebasket. (If you have an IMAP client that uses some other name for the folder into which deleted messages are placed, please let us know so we can add that to the list.)
• Move any Inbox messages which are older than 90 days into the EMAIL_CUSTODIAN folder.
• Run an IMAP index reconstruct on the mailbox. Updating this index file makes sure your e-mail client reflects the new status of any messages that have been moved or deleted.

If you want to protect a message from being processed by the UCS Email Custodian, all you have to do is move it to a sub-folder under your Inbox (i.e. create a folder called ‘Save these messages’ or ‘Class E-mail’). The Email Custodian will not process e-mail in any other subfolders of the Inbox, only the Inbox itself.

Note: It is VERY important to remember that will you will not be able to recover once a message has been deleted from your mailbox. So exercise care when emptying your Deleted items and periodically check your EMAIL_CUSTODIAN folder for processed messages which you may need to keep.
 
When a message is processed by the Email Custodian, it will remain in the EMAIL_CUSTODIAN folder for one week - until the next time the Email Custodian runs. During this time you can retrieve it by simply moving it from the EMAIL_CUSTODIAN folder to another of your Inbox sub-folders. If you move an older message back in the Inbox, the Email Custodian will process it again.

If you have any questions concerning the Email Custodian and how it will affect your email, please contact the UCS Help Desk.