Retention of personal data

Posted on 2011-05-09
Last Modified: 2012-08-13
What is the general best practice or your companies current procedures when it comes to dealing with leavers and their old profiles/data, which could include their corporate exchange mailbox, roaming windows profile, local windows profile and data on their old machine(s), dedicated home drive on file server etc? Many data protection type rules now dictate you only keep data for as long as neccesary.
Question by:pma111
    LVL 21

    Expert Comment

    by:Joseph Moody
    It depends on how the user left. If it was the decision of the user, we keep their data for up to a year or when they are fine with us deleting it (whichever comes first).

    If the user was fired, we keep it up until the end of their period to file a protest has expired or until the position is filled (whichever comes first).
    LVL 3

    Author Comment

    Can I ask -- why a year?

    Is there profile ever shared with other users? Or just kept just in case?
    LVL 21

    Accepted Solution

    Just a random date HR set. This was done so that if the user comes back, they can quickly pick back up. We try to make it easier for users to return if they leave on their own.

    If a new user fills their position, we will copy their documents over to the new user.

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