Account Data Retention PolicyTechnology Services

Account data can be defined as any data that is stored or associated with an individual user account. Such data includes, but is not limited to, Google Drive documents, email messages, and home directory files. It does not include official College data about an individual, or data that has been shared (Google Shared Drive, Department Shares, etc.).

Current and future accounts, and related data, will be handled in the following manner:

Account Access is Removed

  • Staff (last day of employment)
  • Staff Retiree (180 days after last day of employment)
  • Non/Pre-Tenure Track Faculty (60 days after last day of the semester)
  • Tenured Faculty (180 days after last day of the semester)
  • Student Post-Graduation (90 days after graduation)
  • Student Post-Withdrawal/Hiatus (3 years after withdrawal/hiatus)
  • Unenrolled Admitted Student (90 days after beginning of start term)

Account is Closed (emails bounce back)

  • Staff (30 days after last day of employment)
  • Staff Retiree (210 days after last day of employment)
  • Non/Pre-Tenure Track Faculty (90 days after last day of the semester)
  • Tenured Faculty (210 days after last day of the semester)
  • Student Post-Graduation (90 days after graduation)
  • Student Post-Withdrawal/Hiatus (3 years after withdrawal/hiatus)
  • Unenrolled Admitted Student (90 days after beginning of start term)

Account Data is Deleted*

  • Staff (1 year after last day of employment)
  • Staff Retiree (1 year after last day of employment)
  • Non/Pre-Tenure Track Faculty (1 year after last day of employment)
  • Tenured Faculty (1 year after last day of employment)
  • Student Post-Graduation (1 year after graduation)
  • Student Post-Withdrawal/Hiatus (4 years after withdrawal/hiatus)
  • Unenrolled Admitted Student (3 years after beginning of start term)

*Data is normally deleted once per year, so deletion dates are minimal estimates.

Data Retrieval

Account data is considered to be archived once account access has been removed. This data is normally retrievable up until deletion. Individual requests for data retrieval will be considered during this period of time, however, they are automatically deemed low-priority requests, and will be fulfilled only when time allows. With this being the case, it is important that you copy or backup important data prior to the removal of your account access.

Account

Specific policies governing employee and student accounts provide more detail about these processes, including the handling of exceptions. In all other cases not explicitly covered by an existing policy, Technology Services will have full discretion to set a timeline that prioritizes relevant security considerations. In most cases, access will be removed once demonstrated need ends, or applicable terms are satisfied (contract expiration for vendors, consultants, etc.). Data associated with such accounts will be archived for a period not to exceed 60 days.