Shaun
Any data left on inactive accounts may still have value to the organisation
at large - you should apply whatever retention rules you have to the data
contained within these inactive accounts as some of it may be contractual,
or electronic invoices etc. Remember that the retention of the data held in
inactive accounts should be determined by its content rather than on the
fact that this is an inactive account.
I know that the bite hungry techies will be desperate to dump all the data
but you need to remember that many business transactions are now carried out
electronically - for instance, we receive electronic invoices by email. My
service file them religiously but not all services are the same!
It would be better to institute a policy regarding leavers data so that when
a member of staff leaves there is a checklist of things that the line
manager/supervisor has to do - one of which should be to review Inboxes and
My Documents folders in case anything has been misfiled or not filed in the
appropriate team/project area.
This wont be easy with techies who want to dump data but would be the less
risky option!
Happy Days!
Paula
Paula J Smith
Records Manager
Cheshire County 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
e-mail [log in to unmask]
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