1.0 Purpose
The purpose of this policy is to provide guidance on the retention of employee email account and file server data once an employee is no longer employed by the University (retired, resigned, terminated, etc.).

2.0 Scope
This policy applies to all Marquette University employees who are no longer employed by Marquette University.

3.0 Policy
When a faculty member is no longer employed by Marquette University that employee’s user account in Active Directory (AD) will be disabled 30 days from the date of separation. After 30 days, access to all enterprise systems that use AD authentication will be disabled. An emeritus faculty member will retain access. If an emeritus faculty account is dormant for 2 years, the access will be disabled.

When a staff member is no longer employed by Marquette University that employee’s user account in Active Directory (AD), will be disabled the next day. Therefore, access to all enterprise systems that use AD authentication will be disabled.

When an employee who is no longer employed by the University is also a current student, the student access will remain enabled.

One year from the date a faculty (non-emeritus) or staff member leaves the University, or the date the former employee is no longer a student, whichever is later, the user account, e-mail box, and user files on the file server will be deleted.

Human Resources may approve immediate deactivation of a former employee’s user account in Active Directory (AD) following termination of employment.

Human Resources may approve access to the former employee’s data after the employee is no longer employed by the University. The data will be provided to the former employee’s manager(s) for up to 30 days and will not be provided to the former employee without the approval of Human Resources or General Counsel.

It is the responsibility of the department to remove access to SharePoint, fileshares, list-servs, etc. for separating staff members and the responsibility of the college or school as applicable to do so for faculty.

4.0 Enforcement
Any employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.

5.0 Definitions
Active Directory is the current system at the university and controls access to most of the enterprise applications including: email, D2L, CheckMarq (instructor role), EmpCenter, SharePoint, VPN, fileshare, Listservs, wireless systems, and other applications. Access to MyJob is terminated via an automatic process within MyJob. In addition, specific building access is controlled via a separate process.

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