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.