Policy Manual

 
  6.MEP.44  

Termination of Network Accounts      

Type: Procedure                 Category: Information Technology                 Level: Community Care 

Parties: Care Development of Maine employees and contractees

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Supporting References: 

Parent Effective Date Approval Level Revision Dates Last Reviewed
.  12-6-2010  Management Team    12-6-2010
Related Document Code Related Document Name Type

Procedure:  

Definitions:

·        Data Retention Type A: Save file-level and email data indefinitely.

·        Data Retention Type B: Save file-level and email data for 180 days.

·        Archive Location: File share specifically set up for archive data storage and accessible in read-only format to the Management Team. Each Data Retention Type will have a specific designated sub-directory.

Procedure:

1.      Upon an employee termination the HR Department will notify the IT Department of the termination date. Data Retention B notification will be communicated through the routine Employment Termination Notice email distribution group and all terminations will be considered Retention Type B by default.  If a former employee’s data is Retention Type A the HR Department will send additional notification to the IT Department.

2.      Upon notification IT will Disable the account or add an expiration date to the account as is appropriate.

3.      Every two weeks or earlier the IT department will:

a.      Data Retention Type A:

                                          i.     Move M drive (user drive) data to username folder in Archive Location.

                                         ii.     Archive entire email box to username folder in Archive Location.

b.      Data Retention Type B:

                                          i.     Create a folder in Archive Location with the name “Delete After [Date+6 months]”.

1.      Example: …Archive Location\Delete After 2011-10-01

                                         ii.     Move M drive (user drive) data to username folder in Archive Location’s appropriate “Delete After” directory.

c.      Review Archive Location folder and delete any “Delete After” directories whose date is past.

d.      Delete any accounts in the Disabled Accounts OU.

e.      Move each existing disabled account to the Disabled Accounts OU.