OIT recently presented a proposal for how long to retain Google account data, (google email, calendar, and Drive files). This proposal is driven in part because of a growing data security concern should Google ever be compromised in some way, it could pose legal concerns for the University.
Current Google account end-of-life policy defines what happens to account data when a user ends their affiliation with the University. The proposed solution ensures that OIT is enforcing the current policy and sets a limit on how long the University retains Google data.
The proposal for student information is that the account remains available for seven consecutive semesters after their most recent program activation. After this time, the account is suspended if the student does not register for classes. Once the account is suspended, Google data is retained for 5 years and then deleted.
Note: The account is suspended immediately if a student is administratively separated or if a student drops all registered courses during their initial semester. Delete account data after 5 years.
The proposal for alumni is that Graduated students with a degree retain lifetime access to their accounts, so long as they are used regularly. Inactive accounts are suspended after 90 days of inactivity. The account remains active as long as it's accessed at least once every 90 days through the Web Interface. If the account remains suspended, the Google data is retained for 5 years and then deleted.
Stacey Tidball is our point of contact for providing feedback on this proposal.
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