You can't delete it automatically as "leavers' data" - it must be
deleted according to its content and your retention schedule. That leads
to a different question which is "what is a reasonable amount of time
for the line manager to review the files and ensure they are stored in
the correct place or deleted ?"
Two years for that might be considered extremely slack or extremely
optimistic depending on your environment - I think we would veer to the
latter !
Donald Henderson
Information Compliance Manager
Perth & Kinross Council
-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Shaun Lawes
Sent: 11 May 2006 14:39
To: [log in to unmask]
Subject: Leavers electronic data
Hi All,
I am fairly new to this list, but have found it very informative
todate. I
have been asked, as part of a bigger project to reduce electronic
information held on our servers, a large portion of data held is from
inactive accounts, when people leave, and from inactive accounts
generated
from when people leave without anyone informing the server team - The
question is how long should this data be kept for? I was thinking along
the
lines of 24 months from date of account closing and then delete, this
would
take into account any long term sickness, maternity leave etc and give
the
relevant managers a chance to pick through the information stored. Any
thoughts before the gigabyte hungry techies start deleting rafts of
files
would be appreciated!
Shaun Lawes
Corporate Records Manager
Bath & North East Somerset Council
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