New College Email Policy
To the Campus:
In order to mitigate the various risks associated with storing unnecessary email,
the College has adopted a new
Email Policy which will go into effect June 1, 2023. To reduce the number of emails retained on
our College servers, employees are encouraged to review all received email within
a reasonable period of time and then delete any email that is no longer needed. The
College email system should not be used as a proxy for records management. Therefore,
any important files received via email should be downloaded and saved on a network
drive.
All deleted email will be automatically purged from the Outlook “Deleted Items” folder
after 30 days. These messages will be retained on FSC’s email server for a further
30 days before being permanently removed from the system. This is a significant change
to our approach to email but it will dramatically improve our reliance on digital
storage and the downside risk of maintaining several years of email correspondence.
In order to encourage participation and reduce the size of our collective inbox, the
College is holding its first
Biggest Loser Competition. During the month of April, the person who deletes the greatest number of emails
from their Outlook folders will win one complimentary ticket to the 2023 President's Gala. In addition, the person with the largest reduction of their overall mailbox size will
win two complimentary Cocktail Party on the Green tickets at the 2023 FSC Golf Classic. There is no need to sign up or register, just delete your emails.
Please refer to our Email Management webpage for a helpful list of tools and resources designed to assist users in effective email
management. We also encourage you to participate in Delete-Before-You-Eat Wednesdays. Every Wednesday during the month of April, before you eat your lunch, please take
some time to delete emails.
For breaking news coverage of this new policy please visit the College YouTube page.
My thanks for your support and for your participation in this important initiative.
Gregory O'Connor
Executive Vice President & Chief Financial Officer
