I recently started working at a small company and noticed that their off-boarding process involves making a complete copy of an employee's data, zipping it up, and storing it on the server for future reference. This raises a lot of concerns for me. I'm curious about how long it's standard for a company to retain the working files of a former employee after they've left, especially since this isn't HR or financial information but rather day-to-day work like reports and presentations. Any insights would be appreciated as I'm still getting acquainted with my new role.
5 Answers
Data retention policies really depend on the company and any applicable laws. Some companies keep data indefinitely, while others may delete it right away. Your management will need to decide what data they want to keep and for how long.
This really isn’t just an IT issue. It's all about weighing the risks and rewards for leadership. Keeping data can be beneficial, but it also opens companies up to potential legal issues down the line.
When it comes to files from employees, it's the company's intellectual property, so they can do what they want with it. However, there should be clear guidelines outlined in the company handbook or policy documents to avoid any confusion.
In my opinion, let the supervisor access the data and set a clear deadline for deletion after three months. You could even allow for a couple of one-month extensions if needed.
It’s best to consult with your legal team on this. Every company handles data retention differently, especially if they're bound by regulatory requirements. In my current company, we typically remove personal files after about 180 days.
Absolutely, legal teams generally want to minimize retention to the bare minimum needed to comply with regulations. It keeps things simple.