To establish a consistent process for the review, retirement, and deletion of LISTSERV mailing lists that are no longer needed or actively maintained.

A LISTSERV mailing list may be considered for deletion if one or more of the following conditions apply:

• The list has been inactive for three (3) or more years.

• The list has no active subscribers.

• The list no longer supports a current business, academic, administrative, or research purpose.

• The list owner requests deletion.

• The list has no identifiable owner or administrator.

• The list poses a security, compliance, or operational risk.

Prior to deletion:

1. The list owner(s) and moderator(s) will be notified of the planned deletion.

2. A minimum notification period of thirty (30) days will be provided.

3. Owners may request that the list remain active if a valid business need exists.

• If a mailing list has archives enabled, those archives may be retained in accordance with institutional data retention requirements and applicable policies.

• Owners are responsible for communicating with LISTSERV administrators prior to the scheduled deletion date if the mailing list should be retained or if an exception to this policy is being requested.

• Once a list is deleted, restoration is not be possible.

After the notification period has expired:

• The mailing list will be removed from the LISTSERV environment.

• Subscriber information, configuration settings, and associated resources will be deleted.

• For mailing lists with archives enabled, retained archive backups will be managed in accordance with institutional retention and backup policies.

Exceptions to this policy may be granted when there is a documented business, academic, legal, compliance, or research requirement to retain the list.

• Maintain current ownership information.

• Periodically review the continued need for the mailing list.

• Respond to deletion notifications within the designated timeframe.

• Review lists for inactivity and eligibility.

• Notify list owners of pending deletions.

• Execute deletions in accordance with this policy.

• Maintain records of deletion actions when appropriate.

Effective Date: July 1, 2026

This policy will be reviewed periodically and updated as necessary to meet operational and institutional requirements.