I managed a process like this for years at another employer and I think it's
something that has to be done.  We provided a document which gave guidance
about what to consider and how to request access then we followed up prior
to the end of the  timeline to receive a final disposition that the review
was complete and maintained a log of completed reviews.  It's not a perfect
process, but to take no action and allow information to simply go away or be
kept for ever long after others may understand its relevance is more
problematic.

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Angie Fares
Sent: Wednesday, April 20, 2011 2:40 PM
To: [log in to unmask]
Subject: Re: Handling Email Accounts Left Behind

At a previous employer, we Managers were given 30 days in which to
review the contents of email and home drives of direct reports before
they were permanently removed/deleted.  The only exception was when they
were part of a Preservation Notice.  For Managers and above, the time
limit was 90 days.  The idea was that the manager was most likely to be
the subject matter expert on whatever the direct report was doing (or
supposed to be doing) at the time of separation.  Only the immediate
manager was ever asked to review the user account.  If the account was
part of a Preservation Notice, the data was copied and the hard drive
preserved in the Law Department.

I know of at least two companies that immediately preserve all laptop,
desktop, cell phones and PDA devices of executives, product development
and sales people who leave their company.  One retains it for one year
and the other retains it for 18 months.

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