School ICT Policies Thread, Deletion of User Areas and Email in School Administration; I have searched but can't find quite what I need.
After an occasion last year when I deleted the email ...
4th November 2008, 12:28 PM #1
Deletion of User Areas and Email
I have searched but can't find quite what I need.
After an occasion last year when I deleted the email account of the outgoing head as soon as he left, incurring his wrath when he tried to access it during the summer - the school want an official policy about deleting staff and student user areas, and emails
Has anyone got a policy or any ideas?
I was thinking that I should delete things for staff 2 weeks after they have left (that would be when I come back after Christmas, Easter etc) and the year group who have left would be deleted one term later - giving the next school a chance to access any work they need.
What do you think?
IDG Tech News
4th November 2008, 12:33 PM #2
As far as email goes, you have an obligation under RIPA to keep it for 6 months.
As for the actual school work, check with your exam board. They are the only people who are likely to request old work. We keep stuff for a year.
4th November 2008, 12:37 PM #3
As Geoff says, you have an obligation to keep it... but not to allow free access to it. I disable access to acounts immediately someone leaves and request permission from SMT to delete both email and home drive data after 12 months. This isn't documented, but probably should be.
4th November 2008, 12:40 PM #4
Can you direct me to the RIPA information? I can't find anything that tells me I have to keep email info for a specified time
Exam boards don't come into it as this is a first school - I think 12 months is adequate
4th November 2008, 01:07 PM #5
Here's a PDF.
The language used is angled towards a traditional ISP. However it's fairly easy to follow.
Thanks to Geoff from:
matt40k (4th November 2008)
4th November 2008, 01:13 PM #6
I still can't see where it says I have to keep the email data - and it is a code of practice, anyway and not a legal requirement?
Our email is provided by RM - would they keep the data?
4th November 2008, 01:16 PM #7
Ah, and this is where it gets complicated. As a public sector agency you have to implement RIPA. But RM doesn't as it's a private company. As to them it's voluntary, unless they get a nasty letter from the Home Secretary.
4th November 2008, 01:17 PM #8
Not sure if this is the right bit:
The Data Retention (EC Directive) Regulations 2007 No. 2199
From what I have seen, it would appear that the retention period is 12 months, but that the act does not currently apply to email (?)
4th November 2008, 01:26 PM #9
We keep each month backup tapes, both email and files, for 5 (odd) years.
Benefit of tapes over hdd!
4th November 2008, 01:51 PM #10
Thanks for that
Couldnt keep backup tapes - I've only got five!!!
4th November 2008, 02:04 PM #11
So did we!! We took the document to the head and said we need more tapes, you have any idea how much that costs?
1 per month (12)
1 per week (3)
1 per day (4)
Email + Data = 38 Plus tapes wear so we had to get replacements, another 4
So really each year we have to buy about ~20 tapes to completely comply with UK law. Shame really, if LTO-4 came down more in price we might of ordered 5 years in one go (5 yrs being the life of the servers)
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