Data Retention

Email / Exchange

All email communications will be stored for a minimum of 3 years. Members of the Leadership Team will be stored a minimum of 5 years.

If an email is deleted by the user, it will only be soft-deleted and will remain in Exchange only to the Compliance Manager. After 3 years the system will allow it to be permanently deleted.

Emails that are not deleted by a user will remain intact until the user decides to delete it or the account is deactivated. After which the above policy will take affect to retain the email.

Microsoft Teams

All messages in Microsoft Teams will be stored for a minimum of 3 years.

If a message is deleted by the user, it will only be soft-deleted and will remain in OneDrive only to the Compliance Manager. After 3 years the system permanently delete the message.

Messages in Teams will not be stored beyond 3 years.

Co-Pilot

All chats with Co-Pilot will be stored for a minimum of 3 years.

If a chat is deleted by the user, it will only be soft-deleted and will remain in OneDrive only to the Compliance Manager. After 3 years the system permanently delete it.

Chats in Co-Pilot will not be stored beyond 3 years.

OneDrive and Sharepoint

All files in OneDrive will be kept and stored for a minimum of 5 years.

If a file is deleted by the user, it will only be soft-deleted and will remain in OneDrive only to the Compliance Manager. After 5 years the system will allow it to be permanently deleted.

Files that are not deleted by a user will remain intact until the user decides to delete it or the account is deactivated. After which the above policy will take affect to retain the file.

Laptop/Desktop Data

When a faculty/staff member departs the user data from their device such as a laptop or desktop will be backed up and stored in a secure safe for 3 years. At the end of the 3 years, the data will be destroyed.