Home > Offices > Information Technology Services > About ITS | Account Retention Policy

ACCOUNT RETENTION & EMAIL FORWARDING POLICY

This document presents the College’s computer account retention and email forwarding policy. It also provides guidance for users whose Smith accounts are expiring and who wish to transfer any of their saved GroupWise email messages, GroupWise address books, and/or files saved on their Smith network drive (H: drive), to another computer.

The table below shows the account retention intervals for Smith network and email accounts, organized by user group and reason for separation.

Note 1. If you qualify for Lifetime account retention and/or email forwarding and wish to take advantage of these benefits, please contact Karen Lehouiller at klehouil@smith.edu.

Note 2. Your GroupWise email account will remain active for 4 months. Lifetime email forwarding is available through the Alumnae Association of Smith College.

Note 3. Email forwarding may be continued for up to 4 months at the discretion of the employee’s department.

The following information applies to all users except those who qualify for Lifetime account retention:

• Network files: Eligible users will be able to access files stored on their Smith network drive (H: drive) for the period of time shown in the table above.
  
  During this period, users can transfer any files they wish to keep from their H: drive to another computer or jump drive. The following web page explains how to access files stored on the Smith network: http://www.smith.edu/its/tara/file_transfer/network_files.html
  
  
  
• GroupWise email: Eligible users will be able to access their GroupWise email account for period of time shown in the table above.
  
  During this period, users can transfer any saved messages or addresses they wish to keep to another email account.  The following webpage explains how to save GroupWise messages and personal address books: http://www.smith.edu/its/tara/groupwise/after_groupwise.html
  
  
  
• Email forwarding for withdrawn students: Withdrawn students are eligible for email forwarding for a period of one year from their withdrawal date.
  
  During this one-year period, all email sent to the student's Smith email address will be automatically forwarded to a personal email address the student provides.
  
  Withdrawn students who wish to take advantage of this service should send their preferred email forwarding address to klehouil@smith.edu.
  
  Note that, during the withdrawal period, the student's GroupWise account will be disabled and will not accept or retain any new messages. If a student returns to Smith within their withdrawal period, their GroupWise email account will be re-instated.
  
  
  
• Email forwarding for faculty and staff separating voluntarily, and retiring faculty and staff:
  
  Users in these categories are eligible for email forwarding for a period of four months from their separation or retirement date.
  
  During the four-month period, all email sent to the user's Smith email address will be automatically forwarded to a personal email address they provide.
  
  Users who wish to take advantage of this service should send their preferred email forwarding address to klehouil@smith.edu.
  
  Note that, during the four-month period, the user's GroupWise account will be disabled and will not accept or retain any new messages.
  
  

Any questions about this policy should be directed to the Executive Director of Information Technology Services.