Release of an Employee’s Files to Department After Employee Has Left the Employ of Bates College

When an employee resigns from Bates College, the employee should make available all needed documents and files to their supervisor prior to their last day of employment. This includes physical documents, as well as those found in network drives (e.g., belfast, denmark), Google Drive, and the employee’s Bates email account.

On the last day of employment, an employee’s access to their digital files and email account will be terminated. The account itself will be held in an inactive state by Information & Library Services (ILS) for 90 days before all files and email are permanently deleted.

A redirection message will be created by the employee’s supervisor providing the Bates email address to which official departmental/College correspondence should be sent. No automatic forwarding of email to any address occurs. The redirection message will be active for 90 days.

During this 90-day period, the departed employee’s supervisor may request access to the files and email. Such a request should be sent to the Help Desk in an email and the unit Vice President should be copied on the request. Once the unit Vice President has provided their approval, ILS will grant the request.


Release of an Employee’s Files to Department After Employee Has Left the Employ of Bates College, Version 1.0, Effective: November 6, 2019