Translations:E-mails archiveren: hoe en waarom?/32/en
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If you want to temporarily keep a personal mailbox to ensure continuity after an employee leaves, it’s advisable to make agreements about this before the employment starts. This can be done in an appendix to the employment contract, but it's essential to also ensure your agreements align with Data Protection Authority legislation and guidelines. [1][2] Key points for such an appendix include:
- employees must ensure that they place important content in the folder structure before leaving, reducing the need for the employer to access the mailbox;
- a clear timeline indicating when this should happen;
- employees no longer have access to their personal mailbox after leaving;
- former employees’ mailboxes are deleted one month after their departure;
- describe the exceptional cases in which the employer can still access the mailbox, and state that this can be up to a maximum of one month after leaving.