Your Emails Will Be Saved Longer

What’s Happening?

We’ve updated email retention guidelines so all employees will have access to emails for one year. Previously, emails were only retained for 90 days. This change will allow for improved communication throughout the organization. 

Update your email signature.

To help us reduce storage needs, update your email signature to meet company guidelines. Here’s quick refresh on email best practices.

• Emails sent using your Carilion account are professional communications and a reflection of both you and our organization.
• Signatures should be created with the sole purpose of letting people know how to reach you.
• Signatures should look professional and represent Carilion and the views of Carilion.
• Don’t include any logos or images in your signature

Please review these guidelines.  You can also use the signature templates below to help set yours up.

• Email signature guidelines
• What’s in Your Email Signature?
• Typography

Be mindful of email content:

Be mindful about what information you share in emails both to internal and external contacts. Here are a few reminders:

• Communication with patients about clinical care should take place in MyChart or over the phone and should not ever be done over email. Email is not a secure method of communicating information subject to HIPAA.
• Emails that are sent externally, particularly to government entities like the health department or even our partners at Virginia Tech or Radford University might be subject to Freedom of Information Act (FOIA) requests, which grant public access to any government-related communications. Emails to our police department might be subject to the same FOIA disclosures, depending on the circumstances. When in doubt, consider asking for a phone call.

If you have any questions, please contact the Corporate Communications team at media@carilionclinic.org.