Hi Luke
1. Exchange/Outlook (moving to cloud 2021)
2. 1 year in Mailbox, 1 year in Archive, then autodeleted
As Matthew and others have said, the content of the email should dictate where the individual should file this within our EDRMS. Email is not a record type, it is a medium.
Kind regards
Suzy
Suzy Taylor MA MCLIP AMIRMS
Academic Registrar
•: (0191) 375 4422
•: [log in to unmask]<mailto:[log in to unmask]>
New College Durham | Framwellgate Moor | Durham | DH1 5ES
Website: www.newcollegedurham.ac.uk<http://www.newcollegedurham.ac.uk/>
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
The University of Sheffield
First Floor
Arts Tower
12 Bolsover Street
Sheffield
S3 7NA
Tel: +44 0114 22 21117
Web: https://www.sheffield.ac.uk/uso
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