Nishika Asked: "The data is being stored on the
server of the company that owns the application. I would like to apply
retention rules on this data. Any advice on how I can achieve that?"


My suggestion would be to include records retention requirements in the
contract you have with the company providing the application. You'll
have to decide what works for you, having them destroy the data based on
your criteria, or allowing you to do it yourself. Either way you'll want
something in writing stating that once the data is deleted it's really
gone. These sorts of contracts are common for off-site physical records
storage; I don't think it should be any different for electronic
records.

I am not a lawyer, but if you're using a free service outside of a
contract, such a Google Docs, you might consider backing out and paying
for an "enterprise" version of the service.  If the provider loses the
data associated with your free account you have little recourse.  Most
businesses could not handle that risk.


Alicia Shelton
Systems Analyst
The University of Texas System

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