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All,

           

            Was wondering if anyone would be willing to share their e-mail retention policy.  With FOIA requests, eDiscovery, etc., seems that we need to keep email access for longer periods of time.     Do any of you use any kind of hierarchical storage models (online, near-line, long-term archival, etc.) regarding email? 

 

            I apologize if this has been brought up in the past, but if it has, maybe someone can point me to the thread (for some reason, my forum search keeps timing out). 

 

            Thanks everyone.

 

Kind Regards,

Jim

 

James M. Maher II
Executive Director of Information Technology Services
Saginaw Valley State University
Information Technology Services
7400 Bay Road
University Center, MI 48710
www.svsu.edu


Tel: (989) 964-2222
E-mail: jmmaher@svsu.edu

 

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Comments

James.

Here in Massachusetts the state universities are bound by law to the state retention policy - you might want to check with your peer schools to see if there's any requirements published in Michigan that you'll have to follow.  Our retention policies are in two different policies - Electronic Mail Services and Non-Fitchburg State Owned email retention and policies - both are at: http://www.fitchburgstate.edu/offices/technology/policies/

Best of luck,
_____________________
Steve Swartz
Chief Information Officer
Fitchburg State University
978-665-4444



Message from dthibeau@post03.curry.edu

Jim,

 

Our policy is that we deny access to e-mail immediately upon separation from the college.  The only exception would be alumni and retiring faculty.  They are allowed to retain accounts.  For staff & faculty, who leave the college, we backup the e-mail account in total to a .PST file and burn it to a DVD.  The DVD is sent to Human Resources where it is retained. 

 

For students we use G-Mail.  Those who withdraw or are dismissed have their access disabled and we save the mail for 30 days for those who withdraw.  Dismissed students are different, in that we do not delete their e-mail until the timeframe for them to petition their dismissal has passed.  We do not archive/save student mail prior to deleting the account.

 

Dennis Thibeault

CIO Curry College

 

Hi James,

 

Here are a few policies from member schools that may be of help.

 

California State University East Bay

http://www.educause.edu/library/resources/email-im-retention-policy

 

North Carolina State University

http://www.educause.edu/library/resources/central-e-mail-archiving-and-retention-services

 

Electronic Records Management Toolkit

http://www.educause.edu/wiki/electronic-records-management-toolkit

Please let me know if you have any questions, thank you.

Colleen Keller Electronic Resources Librarian

 

EDUCAUSE

Uncommon Thinking for the Common Good
direct: 303.939.0309 | main: 303.449.4430 | educause.edu | Twitter: @EDUCAUSElibrary

 

 

Michigan does not have an email retention policy applicable to state universities.  We do not keep any central repository or backup of email, and we terminate the account and all history upon termination of the employee, but with different time periods for different employees.  This is university policy. If we receive requests, we provide whatever we have at the time of the request.

Theresa

Let me second Terry's comment. Wayne State also has no email retention policy (although the IT division does publish its retention practices annually). We occasionally discuss the topic but are not willing to endure the firestorm our faculty would institute if we tried it. Asbestos is a banned substance these days. Our response to discovery, FOIA etc. is similar to Oakland's.

Geoff

Geoffrey S. Nathan
Faculty Liaison, C&IT
and Professor, Linguistics Program
http://blogs.wayne.edu/proftech/
+1 (313) 577-1259 (C&IT)
+1 (313) 577-8621 (English/Linguistics)

From: "Theresa Rowe" <rowe@OAKLAND.EDU>
To: CIO@LISTSERV.EDUCAUSE.EDU
Sent: Tuesday, September 18, 2012 11:51:39 AM
Subject: Re: EMail Retention Policies

Michigan does not have an email retention policy applicable to state universities.  We do not keep any central repository or backup of email, and we terminate the account and all history upon termination of the employee, but with different time periods for different employees.  This is university policy. If we receive requests, we provide whatever we have at the time of the request.

Theresa

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