Technology Decision Makers

last person joined: 17 days ago 

A group for those in nonprofit IT decision-making roles to connect with peers and share best practices. This Technology Decision Makers group is for nonprofit IT or MIS Directors/Managers as well as CIOs and CTOs to connect with their peers and share best practices. Topics for discussion include, but are not limited to: hardware and software management, product reviews, emerging technology, best practices, collaborating effectively with other departments, and management conundrums. Membership is restricted to IT staff at nonprofit organizations.

Retention settings: spring cleaning!

  • 1.  Retention settings: spring cleaning!

    Posted 12 days ago
    Good morning,

    It's clean up time. We know being data lean and keeping only data required to do our work and in compliance with our document retention policy is best from a security perspective.

    I have a question on how to best manage your workplace's cloud-based data retention.

    As you know, each platform has admin settings to restrict the amount of time a workplace's data is held.
    For example Slack allows deletion after X weeks or days for files, public channels, private channels and direct messages.
    And Gmail allows an admin to restrict the amount of time a user in your domain can retain emails, unless the emails are under a specific label included in the admin portal.

    We want to keep a '"lean amount" of data outside of what must be kept for varying lengths of time per our retention policy.
    Would you be willing to share what retention settings you have in various tools?
    Has anyone managed a change in these settings for their workplace, and have feedback on your best practices or roadblocks?

    Any and all guidance, including any great articles, much appreciated!

    picture of work desk from home with notebook, glasses, coffee, keyboard

  • 2.  RE: Retention settings: spring cleaning!

    Posted 12 days ago
    Edited by Kimico Myers 12 days ago

    Hello Christina,

    I'd suggest your first step be to identify any compliance requirements that your organization may have in regards to retaining data (HIPAA, PCI, SOX, GLBA, State/local, etc.) as you must meet these.  Then, you should sit down with your team to discuss how long you really need to keep the other information on hand.  You may decide that all information can be purged after a certain amount of time, or it may be decided that retention for some data should be longer than others.

    There are a number of inexpensive cloud-based options that you could use to archive your data.  For example, Amazon S3 or Sharepoint.




    Kimico Myers


    TeamLogic IT – Columbia

    810 Dutch Square Blvd., Suite 234

    Columbia, SC 29210

    803-638-8662 Ext. 2  - Office

    803-603-0318 - Cell

    Managed Services -

    Security Services    -


    We build our business on referrals. If you know of someone who has technology concerns, please let them know about us. We'd like to help.



    picture of work desk from home with notebook, glasses, coffee, keyboard