Policy: Departed User Data Retention

General Policy

  • Data to Retain:
    • Online archive of O365 mailbox and OneDrive
    • Read-only archives of:
      • Network “home drive”
      • Laptop/desktop data that was not properly stored in the above locations
  • Access Provisions:
    • Staff Members: Upon departure the O365 account is secured and above archives are created (as quickly as feasible); access information sent to the users manager with an indication on how long the data will be retained & available to them.
    • Faculty Members: Upon departure the O365 account is secured and above archives are created (as quickly as feasible), access is provided to the Dean/designate of the program(s) they were associated to.
  • Retention Period:
    • Executives: 5 years
    • Directors: 2 years
    • Managers: 1 year
    • General Staff/Faculty: 6 months
  • Storage Location & Backup Regime
    • All departed user data archives are to be stored in-house at 2000 Steeles Ave W
    • Data stored on a redundant network attached storage unit (ReadyNAS02-STL)
    • Data will be stored in read-only mode
    • Data will not be backed up internally or off-site