An employee account is deactivated 60 days after termination. The general rule for storing emails is that they are deleted from the server 30 days after the user deletes them, but anything not deleted by the user is presumably still on the server. Managers must obtain approval in order to access an employee’s email; the dean would be the approver for academic units and the director would be the approver for non-academic units.
Email policy: http://www.purdue.edu/policies/information-technology/viia1.html Account lifecycle info: http://www.purdue.edu/securepurdue/bestPractices/CareerAccountLifecycle.html Best, Jessica Teets Coordinator, University Policy Office Purdue University 765-496-9634 From: [email protected] [mailto:[email protected]] On Behalf Of Stacy N Sent: Tuesday, November 29, 2016 11:31 AM To: Association of College and University Policy Administrators <[email protected]> Subject: [acupa-l] Policy Guidance - HR/Terminated Employees & Email Hello, ACUPA! I hope you all had a wonderful Thanksgiving and that your winter is shaping up beautifully. I am looking to find out how universities typically handle requests for access to a terminated employee’s email: For example: ∙ Is it part of your normal termination process for a Manager to obtain full access to their former employee's mailbox? ∙ Are only new messages forwarded to the manager or another employee? ∙ Does access vary by employee level? ∙ Is there an approval process? ∙ Are there time limits for access? ∙ Are emails culled before they are provided? ∙ Etc. I appreciate your assistance! Stacy Nykorchuk Program Manager Apollo Education Group, Inc. | Apollo Ethics and Compliance Department 4025 S. Riverpoint Parkway | MS CF-K608 | Phoenix, AZ 85040 [email protected]<mailto:[email protected]> Apollo Ethics Helpline 1-888-310-9569<tel:1-888-310-9569> or apollohelpline.com<http://apollohelpline.com/> Apollo Code of Business Ethics<http://www.apollo.edu/content/dam/apolloedu/pdf/Apollo-Group-Code-of-Business-Ethics.pdf> Replying to Messages: Replying (using Reply) to an ACUPA-L e-mail will distribute your message to the ENTIRE list of members. To send a message privately, reply directly to the individual who sent the message (their e-mail address appears in the "From" line of their original e-mail). To Unsubscribe: Go to http://www.acupa.org/MembershipForm_Discontinue.html and complete the form. We will remove you from the list within 24 hours, during normal business hours. Questions about the ACUPA e-list? Contact Jamie Parris at [email protected]<mailto:[email protected]?subject=ACUPA%20e-list%20assistance> or 607-255-6837.
