Hi,
My name is Dave... but, I am retired and live in Victoria BC so, sender -
please check who was intended.
DD
-----Original Message-----
From: Janssen, Ian F
Sent: Thursday, February 1, 2018 1:01 PM
To: [log in to unmask]
Subject: Re: Personnel termination and email
Dave,
Thanks, this is helpful. If you have time to send the complete
presentation, that's great, but don't stress since you are headed out. I
have some time to work on this. Thanks again.
Ian
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of David Lowry
Sent: Thursday, February 1, 2018 8:59 AM
To: [log in to unmask]
Subject: Re: Personnel termination and email
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 [log in to unmask]
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
Confidentiality Notice
This email including all attachments is confidential and intended solely for
the use of the individual or entity to which it is addressed. This
communication may contain information that is protected from disclosure
under State and/or Federal law. Please notify the sender immediately if you
have received this communication in error and delete this email from your
system. If you are not the intended recipient you are notified that
disclosing, copying, distributing or taking any action in reliance on the
contents of this information is strictly prohibited.
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