UP Mail Retention
The ITO recognizes the importance of ensuring the privacy and security of its users’ data. As such, guidelines for UP mail retention are implemented. This applies to all students, faculty members, REPS, and administrative staff of the university who have been granted access to the UP mail system. The purpose of this policy is to ensure that the UP mail accounts are managed properly to comply with data retention regulations, safeguard data privacy, and manage the availability of resources.
1. Mail Account Deactivation
a. The ITO will deactivate the accounts of personnel and students who are no longer affiliated with any UP units. This is in compliance with item no. 6 of Memo No. TJH 2019-07A regarding the Organizational and Technical Measures for Data Privacy Act Compliance.
b. Users will be given one (1) month’s notice prior to the account deactivation, repeated two weeks before the deactivation and a week before. This provides users enough time to back up their data using Google Takeout.
c. Suspension of their mail account will also mean suspension of programs and apps in Google Workspace and Microsoft Office 365.
2. Data Backup and Retrieval
a. Users are responsible for backing up their own UP mail data using Google Takeout before their account deactivation.
b. After the deactivation of the account, it is the user’s responsibility to ensure that all university data is removed from personal devices, including backups and is no longer accessible.
3. Exception
a. Exceptions to this policy may be granted by the ITO in cases where it is necessary to maintain access to the UP mail account beyond the deactivation timeline.
b. Exceptions will be granted on a case-by-case basis and must be approved by the ITO.
c. For individuals working or studying in another UP constituent unit (CU), the CU will update the ITO and send a request for transfer.
4. Implementation
a. The ITO is responsible for implementing and enforcing this policy.
b. Any violations of this policy will be subject to the UP System’s disciplinary procedures, as appropriate.