Treat the email as you would a letter and base retention on the content rather than the means of transmission

 

 

 

Our policy is as follows:

 

1. Save e-mail in .msg format in appropriate folder in file plan (function/activity based), where it will be subject to corporate records retention/disposal scheme

2. Delete e-mail from e-mail system

3. Purge e-mail from e-mail system.

 

Deirdre Sharp

 

From: The UK Records Management mailing list [mailto:[log in to unmask]] On Behalf Of Cowling Clare
Sent: 28 September 2010 15:49
To: [log in to unmask]
Subject: FW: Email retention periods

Dear all,

 

I’ve been asked to benchmark current practice re email archiving (which we already have) and deletion policy (which we currently don’t have) for archived emails eg 1 year, 2 years, 7 years, indefinitely.  

If you have an email deletion policy it would be useful to know how you arrived at it - what were the key reasons/drivers eg space saving, capacity issues, compliance, retrieval, time wasting?  Or perhaps there is no retention period in your organisation; if so, has this caused problems?

 

Clare

 

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