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Talk to your team about who is responsible for maintaining a shared mailbox and how long emails should be kept. To do this, it It is recommended that you create a document or annual clock in which this information is written.
2.2 Saving an Email as a File
In Outlook, it is possible to save an e-mail as a file on your own computer, for example in PDF format. This can be used, for example, to archive an important e-mail message. See the link below for instructions.
https://support.microsoft.com/en-us/office/save-saving-file-4821bcd4-7687-4d6d-a486-b89a291a56e2
3. Check that the Bitlocker protection is enabled
Bitlocker is a feature of the Windows operating system developed by Microsoft that encrypts your computer's hard disk. When it's enabled the hard drive cannot be accessed without the Bitlocker recovery key.
Bitlocker protection is enabled when there is a opened padlock on C drive ( as shown below) when you open this PC menu . When encryption is enabled, files on your computer can be deleted normally by moving the files to the Recycle Bin and then emptying the Recycle Bin. If you don't already have Bitlocker protection on your computer, you can contact the helpdesk. If there is an error triangle on drive C, try restarting your computer once.
4. Erasing data from external storage device
Even if the external storage device is formatted (a function that deletes all files on the device), it is possible to recover old files until the device is overwritten. In projects where classified material has been processed on external storage devices, it is recommended to overwrite it. For overwriting, a separate program must be used. In other words, the program deletes the files and overwrites it with zeros and ones, so that the original files can no longer be restored. Open source overwrite software includes e.g. Eraser and WipeFile.
If you need to dispose external storage device, you can take it to the nearest helpdesk. Be sure to mention if classified data has been processed on your device so that helpdesk can take the necessary action.
5. Printing material and disposing physical documentation
When printing confidential or classified material, the following must be taken into account:
- Printouts containing such information cannot be left visible to others.
- When printing, retrieve the printouts immediately from the printer, so that you do not forget or confuse the printouts with others.
- All confidential and classified physical material must be placed in secure trash. For example, materials related to students course performance is always confidential information.
If necessary, you can always ask for help from Metropolia's data protection and security experts.