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
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