New AUP and Retention Policies
Question:
There have been some important changes to the Acceptable Use Policy, as well as a new policy which will govern retention of emails and documents located in OneDrive. The new policies can be found here.
The impacts are broken into five separate areas:
Policy located at:http://insideokc/Library/Managed%20Documents/Policies%20and%20Procedures/Acceptable%20Use%20Policy.pdf
CONFIDENTIALITY NOTE: This e-mail message and any attachments are intended solely for the person to which it is addressed and may contain privileged and confidential information protected by law. If you have received this communication in error, please notify the sender immediately by telephone or e-mail, destroy this message and delete any copies held in your electronic files. Unauthorized use and/or re-disclosure may subject you to penalties under applicable state and federal laws.
There have been some important changes to the Acceptable Use Policy, as well as a new policy which will govern retention of emails and documents located in OneDrive. The new policies can be found here.
The impacts are broken into five separate areas:
- Email retention - We have updated our retention of deleted emails to 30 days. In addition we will only preserve email boxes of terminated users for 30 days. If a user was subject to a litigation hold upon termination, the mailbox will be preserved for the duration of the litigation hold. Previously we retained deleted items and mailboxes for 60 days. This change will be effective immediately
- Voicemail retention – Up to this point we have treated voicemails exactly as emails. Based upon feedback from the City Manager’s office, we will change our retention standards for voicemail. Voicemails will be deleted seven days after receipt. Voicemails will then be recoverable by the end user for up to 30 days from their “Deleted Items” folder, consistent with email retention. We are developing our exception processes and will include details about it when this item goes to release. This change will be effective sometime in the next month, and will be presented in release meeting once the details have been worked out.
- Transition from Jabber to Skype for Business - We will be discontinuing the user of Jabber outside of the Police Department for instant messaging on January 1, 2018. We recommend that users transition to Skype for Business for these services. Skype for Business is available to all Office 365 users and installed as part of the Office 2016 install whether installed via the O365 portal or the Software Center. In addition, there is a mobile app for Skype for Business for which employees can use for communication while mobile. All conversations are recorded to users Exchange accounts. We will continue to support the use of Webex for Web Conferencing services that require dial-in/dial-out capability.
- Text Messages (or any non-email electronic communication)– Users are highly encouraged to use Skype for Business for non-email electronic communication. Users who use alternative text messaging for City business may be required to provide copies of their text messages in response to open records requests. If a user is named in an open record request, they will be contacted and given directions on how to submit the information. All City business non-email electronic communication must be retained for at least 30 days regardless of whether the device is City issued or privately owned. This is effective immediately.
- OneDrive document retention – Documents located in a user’s OneDrive will be retained for 30 days upon termination. If a user was subject to a litigation hold upon termination, the documents will be preserved for the duration of the litigation hold.
Policy located at:http://insideokc/Library/Managed%20Documents/Policies%20and%20Procedures/Acceptable%20Use%20Policy.pdf
CONFIDENTIALITY NOTE: This e-mail message and any attachments are intended solely for the person to which it is addressed and may contain privileged and confidential information protected by law. If you have received this communication in error, please notify the sender immediately by telephone or e-mail, destroy this message and delete any copies held in your electronic files. Unauthorized use and/or re-disclosure may subject you to penalties under applicable state and federal laws.