Nia,
There is another aspect that has been missed by other contributors: the impact of Data Protection Act (DPA) on leavers' information.
Leavers being individuals, their records, including emails, fall under the provisions of the DPA. The DPA principles are critical in the management of leavers’ records and should be carefully balanced with other Acts and regulations. One example, the ICO must be satisfied that leavers’ personal data has not been retained longer than is necessary, is up to date and protected from unauthorised access, and finally destroyed when no longer needed. I would advise you to liaise with the Data Protection officer of your organisation, to make sure that leavers’ records meet the DPA.
If you need more information, please contact me privately.
Lucia
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