Account Deletion Policy (Resource Innovation)

IM-002
Account Deletion Policy (Resource Innovation)
DepartmentInformation Management
Creation DateOctober 10, 2006
Approval DateOctober 10, 2006
Effective DateMarch 8, 2010

Organizational Scope

This policy pertains to the Michener Community,including all Staff and Students.

Purpose

The following policy outlines the Michener Information Management procedure for closing all digital accounts once an employee or student has left Michener

Definitions

Information Management “IM” will be used as a term to describe all computers, computer systems and computer related assets, and includes all related peripheral equipment, data, software, storage media,media, e-mail, internet access,remote access, and all other electronic transmissions, purchased by Michener.

Policy

FOR STUDENTS

All student accounts that are requested to be deleted will be retained for a period of 120 days. The request for deletion must come from the Registrar & Student Services.

The Novell account will be locked out and an expiration date set for 120 days from the date the request was received.

GroupWise accounts which have not been logged into in the past 120 days will be locked out and an expiration date set for 120 days from the date the request was received. They will also be removed from GroupWise Distribution Lists.

The aforementioned user accounts will be moved to the fordeletion.students.michtor group where they will exist for the next 120 days.

All data that is stored on the P:/drive of students will also be retained for 120 days. GroupWise accounts which are in use by Alumni students and have been logged into in the past 120 days will remain open for student use.

 

FOR STAFF

All staff accounts that are requested to be deleted are retained for a period of 60 days. The request for deletion must come from Human Resources department via the termination form on myMichener (http://my.michener.ca/about/hr).

The Novell account will be locked out and an expiration date set for 60 days from the date the request was received.

The GroupWise account will be locked out and an expiration date set for 60 days from the date the request was received. They will also be removed from all GroupWise Distribution Lists.

Proxy access will still be available until the account expires.

All data that is stored on the P:/drive of the staff/faculty member will be burned on the day the account is locked out and be available the next day to the employee’s superior.

The aforementioned user accounts will be moved to the fordeletion.staff.michtor group where they will exist for the next 60 days.

The P: drive is deleted when the Novell account is deleted from the Novell system

Revision History

Date Reviewer Change(s) Made Policy Location(s)
January 29, 2010 Organizational Policy Team
March 8, 2010 Jason Verbovszky Information Management "IM" will be used as a term to describe all computers, computer systems and computer related assets, and includes all related peripheral equipment, data, software, storage media,media, e-mail, internet access,remote access, and all other electronic transmissions,purchased by Michener.