Jessie Wilkins is right. This is a matter of principle not jurisdiction.
E-mail is a format and a means of communication not a record and needs
to be retained in the same way and fro the same length of time as the
paper letter, memo, report, etc. that it replaces. What matters is the
activity to which it relates and/or the transaction that it records. To
make this possible e-mails which are identified as records need to be
captured in a 'record keeping system' along with all the other records
relating to the same activity or set of transactions, classified in the
same way and controlled in the same way.
It may be that your organisation may wish to restrict the length of time
that e-mail may be held on the system but this is a system management
rule not a retention period.
You should consult the archives of this list where this issue has been
dealt with a considerable length.
Peter Emmerson
Director
Emmerson Consulting Limited
Poplar House
5 School Street
Witton-Le-Wear
County Durham DL14 0AS
Office 01388 488865
Mobile 07740 942682
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-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Dan Horrex
Sent: 20 July 2005 15:01
To: [log in to unmask]
Subject: Email Archiving - retention periods
Dear All,
I am looking for some guidance in terms of email archiving and the
retention periods which have been set for emails. What retention
period/s
has everyone configured their email archiving or EDRM to? Do you all
have a
standard retention period? Do you keep emails indefinitely?
Regards
Dan Horrex
Information Manager
Huntingdonshire District Council
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