Hi Luke, our overall issue here is that our Colleges use Outlook/Office 365 with the only data retention period being when the users fill up their space allocation (not quite in your league though).
I have been trying to encourage our IT team to look at a technical solution to restrict to a date and then auto delete, to no avail so far.
The only mitigation we have to this risk currently is through policy, and me nagging of course.
The Group’s Data Retention policy states:
3.1. Retention General Principle
For any category of documents not specifically defined elsewhere in this policy (or within the publicised RNN Group Data Retention Schedule) and unless otherwise mandated differently
by applicable law, the required retention period for such documents will be deemed to be 2 years from its date of creation.
3.2. Retention General Schedule
The Data Protection Officer in conjunction with other managers of the Group, defines the time period for which documents and electronic records should to be retained and full
details are made available to staff through the Group’s publicised Data Retention Schedule.
As an exemption, retention periods within the Data Retention Schedule can be prolonged in cases such as:
·
Ongoing investigations from EU authorities, if there is a possibility that records of personal data are needed by the RNN Group to prove compliance with any legal requirements; or
·
When exercising legal rights in cases of lawsuits or similar court proceedings recognised under local law; or
·
Ongoing investigations or storage requirements relating to safeguarding; or
·
Ongoing medical investigations
The references made above are here:
Retention schedule:
Policies:
https://www.rnngroup.co.uk/ig/policies/
Hope this helps.
Kind regards.
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From: This list is for those interested in Data Protection issues <[log in to unmask]>
On Behalf Of Luke Thompson
Sent: 15 January 2020 09:44
To: [log in to unmask]
Subject: [data-protection] Email Accounts
Good morning all,
At the university of Sheffield we use Gmail for our email system rather than Outlook. The issue with this is that we have unlimited capacity for storing emails. To date we have approximately 800 million emails, I have been advised we can
only look at deleting these if we ascertain what the sector as a while does.
Can I ask:
1. What system do you use for emails
2. What is your retention period for them
Thanks
Luke
--
Luke Thompson
Head of Data Protection & Legal Services
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