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. Files relevant to the organisation must never be stored on the desktop, documents or OneDrive of an individual.
Email is included in Key’s retention schedule. We retain emails, where required, to document decisions, approvals, and instructions that serve as a record of business and contractual activities, or that impact the people we support, our tenants, or our workforce..
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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. |
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Data retention |
Legislative 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. |