Email Retention Rules
How long does Exchange maintain email data after a person leaves?
NAU follows these business rules for determining when to remove email data from the Exchange system after a person has left the university:
Staff: When a staff member’s record becomes inactive in LDAP (through processing of a PAR form), a notification mail is sent to let them know their account will be turned off in 14 days. After the account is turned off the data is kept for six months and then purged from Exchange.
Affiliate: When an affiliate’s record becomes inactive in LDAP (through expiration of their affiliate status), the account is turned off immediately. Affiliates are notified 30, 10 and 3 days prior to turning off the account. After the account is turned off the data is kept for six months and then purged from Exchange.
Faculty: When a faculty member’s record becomes inactive in LDAP (through processing of a PAR form), the faculty member is notified that they will have six months to access their email. After six months, the account is turned off for another six months. After this second six months beyond the initial inactive date, the account is finally purged and the data removed from Exchange.
Student employees: Student Exchange accounts will expire every May 15th. Notification will be sent to the student worker Exchange account on May 1st. (Supervisors can request a renewal of a student’s Exchange account prior to May 15th). After the account is turned off the data is kept for six months and then purged from Exchange. Exchange Policy and Student Workers.
Can I get access to email from a previous employee’s account? With approval from Human Resources, supervisors may request that the staff member’s mail be transferred into a shared mailbox so it may be accessed by whomever the supervisor deems necessary. This request must come to the ITS Solution Center through Human Resources. The request must be submitted within six months and two weeks after the termination date for a staff member, within six months after the termination date for an affiliate or student worker, and within a year after the termination date for a faculty member.
NOTE: Requests to access student or affiliate email folders will be handled as special cases and evaluated individually as they arise.
What process is available for management to retrieve the email data for a current employee?
The request must come through Human Resources to the Solution Center. This assures the request is legitimate and coming from an appropriate supervisor and assures there isn’t an ongoing affirmative action investigation or some other special circumstance that would require limiting normal supervisory access to work-related email.
If I am given permission through HR to view another employee’s email, will it be put in my account?
No. A shared mailbox account will be created and the email placed directly into the mailbox. Once this is done and the employee’s email is transferred, the supervisor will be given instructions for connecting to the mailbox, and for giving access to other employees, if necessary. The shared mailbox can be accessed through Outlook Web Access (OWA), Outlook 2007, 2010, 2013 or Entourage.
Are there any other issues not covered in the above questions that are pertinent to the termination policy regarding access to NAU emails? There are a lot of complexities involving email business rules that are not addressed in these questions; for example, Human Resources can ask us to temporarily disable an employee’s ability to read their email pending the resolution of an internal investigation. For a listing of current Exchange business rules (currently being revised) see Exchange email business rules.