IMPORTANT: Please click here to access and read the CCS Data Retention Schedule
Within Corporate Shipbuilding we receive, send and store thousands of pieces of data every month. This data can differ from personally identifiable information to information which is related to every ship we build and everything in between.
The lives of the ships we build extend way beyond the construction period, so it’s important we understand where we store our data and ensure that ship information is kept for the correct amount of time and is accessible if required.
To help ensure that we keep the right data, in the right place and for the right amount of time, we will be implementing an automatic email sensitivity tagging/labelling tool for all colleagues within Corporate Shipbuilding.
The tool will automatically scan and check every email sent or received to an @carnivalshipbuilding.com email address for specific key words. Any emails identified as having ship information within them will then be tagged with the label ‘CCS Data’. This will ensure that emails are kept for the correct period of retention depending on the information included within the email.
IT will begin the work to install the software on Monday 26 September with the new tool up and running from Wednesday 28 September.
You may start to notice the following tag being added to your emails if the tool has identified ship information within it:
We’ve created an FAQ section below, simply click on the question to display the answer.
Data retention is the storing of information for a specified period. Data retention is primarily relevant to businesses that store data to service their customers and comply with government or industry regulations.
A data retention period is the length of time an organisation stores its data for. This can be defined by internal policy, external organisations and regulations. It is important we adhere to the defined periods of time to keep our data as this may be audited or checked in the future.
Within Carnival Corporate Shipbuilding we will be defining our information by PII (Personally Identifiable Information) or Ship Information. In general, PII will be kept for 5 years and Ship Information will be kept for life of ship +15 years post sale of decommissioning.
We will be publishing further guidance on the Carnival Corporate Shipbuilding Data Retention Schedule, in the near future, to assist employees with understanding the definitions.
Retention schedules list the types of record or information you hold, what you use it for, and how long you intend to keep it. They help you establish and document standard retention periods for different categories of personal data. It is important that Corporate Shipbuilding holds data for the correct retention period.
The CCS Data Retention Schedule can be accessed by the link at the top of this page.
All colleagues within Corporate Shipbuilding or users of CCS drives.
The email tagging tool will scan for key words within emails and ensure that the email is located to the correct storing location. For example, if the email includes a hull number the email will be retained as ship information. If the email includes a passport number, the email will be retained under the personally identifiable information retention period.
Initially no, continue to email as you do currently. Please be aware of how you structure your emails and try to separate information which is personal or ship related between emails.
No, this is an IT tool called M365 Compliance Manager, there is no human interaction or viewing of individual email accounts. The tool searches for key words in your emails and ensures the emails are kept in the correct location and for the right retention period.
As per the image below, only emails which include ship information will have a tag automatically applied.
Assuming that it doesn't contain one of the sensitive date types, the email would still be retained for 40 years from the sent/received date. Deleted emails are deleted from an end-user perspective, but an Admin is able to retrieve if the need arises.
Emails will be retained in US data centres, so no need to worry about your local space or it affecting the speed of your equipment.
No, our third parties will not notice a difference.
The email sensitivity tagging will be implemented week commencing 26 September 2022. Implementation should take 2 days and a communication will be shared once implemented.
Once implemented, tagging of emails will appear automatically. If they don’t, please inform alex.francis@carnivalshipbuilding.com or the PMO mailbox – pmo@carnivalshipbuilding.com
We are also working on how we can make more efficient and effective use of other storage and software solutions including OneDrive, MS Teams and the Southampton drives & folder structure and will share more information in due course.
This is just applicable to Corporate Shipbuilding for the time being but is being explored for other areas of the Corporation.
If you have a question that isn’t covered, then please contact pmo@carnivalshipbuilding.com
