Retention - Advising Users

[Danp]

I'm happy with knowing the GDPR guidelines and we have a policy explaining what needs to be kept and for how long.

 

I'm interesting to know how you have advised staff to have a "clear up" of their files and emails?

 

My personal view is only files and emails that have a justifiable reason, within the retention policy, should be kept. What I don't want to do is be asked "should I keep this one?" for 000's of files!

[enjay]

We tell staff to create a "2020-21" folder, and put everything in that; any specific files which need keeping for longer should be stored outside that structure, hen they just need to delete that whole folder when the time comes.

[Danp]

We tell staff to create a "2020-21" folder, and put everything in that; any specific files which need keeping for longer should be stored outside that structure, hen they just need to delete that whole folder when the time comes.

 

How was that taken by staff? Do they continue to use the normal Documents folder throughout the year and move over what they need to keep at the end of the year? Do they end up with a 2020-21, 2019-20, 2018-19 etc folders within their Docs?

[enjay]

How was that taken by staff? Do they continue to use the normal Documents folder throughout the year and move over what they need to keep at the end of the year? Do they end up with a 2020-21, 2019-20, 2018-19 etc folders within their Docs?

 

That's kind of up to them, really. As long as by August they have 2020-21, 2019-20, 2018-19 etc. and can delete the relevant one, I don't mind what their folders look like in January.