ACCOUNT RETENTION & EMAIL FORWARDING POLICY

This document presents the College’s computer account retention and email policy. It also provides guidance for users whose Smith accounts are expiring and who wish to transfer any of their saved email messages, contacts, and/or files saved on their Smith network storage services, 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.

User Group	Reason for Separation	Service Retention Period
Students	Graduation	Network services: 4 months Email: 4 months
	Withdrawn	Network services: None Email: 3 months (still under review)
	Disciplinary	Network services: None Email: None
Alumnae		Email: None
Faculty	Voluntary, Non-Emerita/Emeritus	Network services: None Email: 1 month (note 1)
	Voluntary, Emerita/Emeritus	Network services: Lifetime Email: Lifetime
	Termination	Network services: None Email: None
Staff	Voluntary < 25 years service	Network services: None Email: None
	Voluntary 25+ years service	Network services: Lifetime Email: Lifetime
	Involuntary termination, reduction in force	Network services: None Email: None
	Involuntary termination, discharge	Network services: None Email: None

 

Note 1 Staff and faculty should follow these instructions to set up forwarding in their Smith Mail account to a personal account. Please read the additional information below.

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

• Network services: Eligible users will be able to access files stored on their Smith network 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 network drive to another computer or jump drive.
  
  Eligible users will also be able to access their Smith Mail account during this period. and can transfer any saved messages they wish to keep to another email account.
  
  For instructions on transferring saved email messages from your Smith Mail account to a personal Gmail account using Thunderbird, click here. (Note that this process works on both Windows and Mac computers.)
  
  
  
• Withdrawn students: Withdrawn students are eligible for email for a period of 3 months from their withdrawal date. (still under review)
  
  
  Note that, after the withdrawal period, the student's email account will be disabled and will not accept or retain any new messages. If a student returns to Smith within their withdrawal period, their email account will be re-instated.
  
  
  
• Email for faculty and staff separating voluntarily and non-emerti retiring faculty and staff:
  
  Users in these categories are eligible for email for a period of one month from their separation or retirement date.
  
  Note that, after that month, the user's email account will be disabled and will not accept or retain any new messages.
  
  

Those who qualify for Lifetime account retention are encouraged to contact the IT Service Center for additional information about specific IT services.

Any questions about this policy should be directed to the Information Security Director.