We all have a professional responsibility to keep accurate files about our work and to store these in the right places. Files can be anything written, photographed, typed, copied or recorded in the course of our work. These include notes, reports, emails, letters, images, and audio-visual recordings. All data generated during your work with belongs to Key.
The way information is recorded, stored, and shared is crucial.
Files should be created using the devices provided by the organisation, using centrally published templates where appropriate, and stored in the appropriate files or folders within our Microsoft 365 and VDI environments.
All data must be compliant with our separate data retention policy. Therefore, files must never be copied to or held on personal devices or held within personal cloud storage services, including personal Microsoft 365 subscriptions.
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Protecting our access to data |
Data held in shared network drives, in emails, in Teams and in SharePoint are backed up to servers based in 2 different server rooms in Glasgow. A third copy is also kept on removable media. These backups are retained for 13 weeks and allow accidentally edited or deleted files to be restored. Our backup servers do not have access to files on local drives, or to your OneDrive for Business folders. Therefore, data required by others in the organisation must never be stored in these locations. |
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Data retention |
Acts of Parliament and regulatory requirements detail when we may retain personal data, when we must destroy it and when we must provide data that is in the public interest. The length of time we will keep data varies according to the type of data we are using. A full schedule of data types and retention periods is contained in a separate Data Retention Policy. |