Re: [External] [SECURITY] Account Retention/Email retention

["Gregg, Christopher S." <csgregg () STTHOMAS EDU>]

We don't have an e-mail specific retention policy.  If an e-mail constitutes a record then it is subject the retention 
period of that record type.

We do use the Microsoft Litigation Hold function for situations where we need to preserve e-mail and then release the 
hold when the situation is resolved.  These requests are almost always triggered by requests from our Office of General 
Counsel.

A few years ago I tried to go down the path of an e-mail retention policy with the opposite objective.  I wanted to 
purge all e-mail older than X out of concern for old e-mails with sensitive data, especially since our student ID 
numbers were once SSN's during the lifespan of our e-mail data (carried forward over multiple upgrades).  I received a 
lot of push back and complicated exception requests so that we ended up side stepping that and focused more on MFA and 
DLP.

Thanks,

Chris



From: The EDUCAUSE Security Community Group Listserv <SECURITY () LISTSERV EDUCAUSE EDU> On Behalf Of Jeremy Livingston
Sent: Thursday, September 23, 2021 7:59 AM
To: SECURITY () LISTSERV EDUCAUSE EDU
Subject: [External] [SECURITY] Account Retention/Email retention

Friends,

I'm looking for some examples of account retention and email retention at your schools.  While legal wants to hold all 
emails for 7 years (statute of limitations on most crimes), that comes at a cost, and it would be great to have a basis 
for comparison.

Thanks for any information you can provide, and feel free to send it directly if you don't want it shared more widely.




Jeremy M. Livingston
Chief Information Security Officer
M 973-985-4996
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