Ian Janssen wrote:

Hello group,

Is anybody willing to share policies and/or procedures for handling/transferring/archiving employee email at termination, especially in a higher education context?

Hi Ian, I'm with the NY Archives, and last year we worked with our parent agency, the New York State Education Department, on creating a new email retention policy. We settled on a Capstone like policy. Our recommendation for a basic uniform retention was 7 calendar years, but the department decided to go with seven years after employee termination. (we have tons of storage) We use Office365 and all undeleted emails are auto-archived every 90 days. Unfortunately, I don't have easy access to the full policy right now, but below is a summary of the policy from a PowerPoint presentation one of my colleagues recently did. I can send you the whole presentation off list if you'd like. Just an FYI, I'm leaving for vacation tomorrow and won't be back for two weeks so let me know soon.

Dave

David F. Lowry, CRM
Manager, Local Government Advisory Services
New York State Archives
9A47, Cultural Education Center
Albany, NY 12230
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Phone: 518-473-9454
Fax: 518-486-4923

www.archives.nysed.gov
www.facebook.com/nysarchives


Commissioner and counsel staff: permanent (transfer to Archives)
Executive - these accounts would be held permanently.  Assistant Commissioner and higher would be considered Executive staff.  In addition, attorneys as well as the chancellor and vice-chancellor are also under permanent retention

HR and Labor Relations staff: 10 years after separation from SED service

LR/HR - this is for Human Resources employees or anyone that was part of a labor relations dispute.  Information from these accounts will be retained for 10 years.

All other staff: 7 years after separation from SED service

Standard retention - this is for the typical employee that is not part of a litigation hold and is not an executive staff member.  Information from these accounts will be retained for 7 years.

Once retention period is satisfied

7- to 10-year emails are auto-deleted
Permanent emails will be transferred to Archives

Staff remain responsible for
deleting personal and non-record emails at any time, unless in litigation hold, and are encouraged to do so





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