|
Electronic
Mail Clean-up
|
Issue
Date: |
11-28-07 |
|
|
|
Approval
Date: |
11-26-07 |
Approved
By: |
President’s
Cabinet |
|
Revision
Date: |
|
Revised
By: |
|
|
|
|
|
|
1.
Content of Policy
It is important for the
University to be conscious of personal privacy
in relation to electronic mail files.
Electronic mail (E-mail) messages placed in
system recycle bins and/or deleted E-mail
application folders are often believed to be
permanently erased. In reality, most systems
and personal computers are set-up to store the
messages until a process permanently removes
them1. To help clarify, this policy
identifies removal procedures regarding
electronic mail (E-mail) placed in system
recycle bins and/or deleted folders.
2.
Statement of Policy
The University provides a
process to periodically remove E-mail messages
marked as deleted. This process is set to
execute every Monday morning at 2:00A.M. . The
process removes the file(s) from the user’s
mailbox on the system (servers).
Due to the nature of
sensitive information, certain departments and
personnel (i.e., Human Resources, executive
cabinet, and security) have a need to do a
permanent removal on a more frequent basis. The
process is handled by the individual as well as
the global procedure.
3.
Responsibilities
Director of Information
Technology:
·
Ensure process for permanent
E-mail messages removal is executed per policy.
Lead Network Systems
Administrator:
·
Establish process to execute every
Monday morning at 2:00AM to permanently1
purge E-mail messages remaining in the Deleted
Items folder in the user’s mailbox.
·
Ensure team completes system
backups per backup policy.
IT Department Staff:
·
Verify E-mail application on
computers is initially set-up according to
policy.
University Users:
·
Ensure that E-mail messages marked
for deletion (moved to the Deleted Items
folders) are to be permanently removed.
1
permanently removed in the sense they are
unrecoverable outside forensic means
|
