I would agree with James.

I would add that legal holds is seldom, if ever, discussed - and automated deletion cuts across retention of information (record or non-record) for a judicial, regulatory, or litigation hold.
Regards
Sent using BlackBerry® from EE
From: James Lappin <[log in to unmask]>
Sender: The Information and Records Management Society mailing list <[log in to unmask]>
Date: Tue, 16 Jan 2018 13:24:05 +0100
To: <[log in to unmask]>
ReplyTo: James Lappin <[log in to unmask]>
Subject: Re: Retention of email

Dear Kath, Eldin and Meic

We often have the discussion on this listserv as to how long/short a period  emails should be retained for.

We very rarely have a discussion on whether it is appropriate to apply the same retention period to emails in all email accounts regardless of the relative importance of the activities that the individual account holders are carrying out.

I have yet to come across any evidence that the routine deletion of emails, whether after three months or three years, prompts the routine capture of business emails into a record system.  

James

On Tue, Jan 16, 2018 at 9:40 AM, Meic Pierce Owen <[log in to unmask]> wrote:
Hi Kath

I agree with Eldin on this.  The 90 day retention period is a tool for making people move things on from their Outlook account and it is an effective one.

To make it work, you do need both management backing (as always) but also, in reality, your tech needs to be at a place where email can readily be saved into somewhere else. These two elements being in place, the change requires both staff training on the 'why?' and the 'how?' of doing this (including file naming conventions and saving by end of string) as well as an agreed approach to attachments- so as to avoid nasty retention issues down the line if you have different retention periods for a particular item and for  'correspondence relating to said item.'

The problem stems from three elements I think

1/ Email systems allowing in perpetuity retention in the first place
2/ user laziness in moving email on to somewhere else (something of which I am personally as guilty of as the next user); and, importantly
3/ the fact that an email system like Outlook is actually a very effective 'store and find' filing system.

Strict email retention is doable therefore but in a world where Outlook (and other systems) are not making users move things on and where the bar is often set at 'oh, you have to delete it from deleted as well to actually delete it? Who knew!', it is not something to be undertaken lightly!

Hope this is helpful

Regards

Meic

-----Original Message-----
From: The Information and Records Management Society mailing list [mailto:RECORDS-MANAGEMENT-UK@JISCMAIL.AC.UK] On Behalf Of Eldin Rammell, Rammell Consulting
Sent: 12 January 2018 16:36
To: RECORDS-MANAGEMENT-UK@JISCMAIL.AC.UK
Subject: Re: Retention of email

Hi Kath,

I work as a consultant in the pharmaceutical industry. Here, the type of process that you describe is becoming increasingly common. I have seen some companies implement a 60-90 day retention period within email folders, with the expectation that emails that are deemed to be records are moved into the appropriate filing system within that time period. I've also seen a very large company implement a 3-year retention period on their corporate GMail implementation. Where companies have implemented such a process, I typically see the retention period being on the shorter side (around 90 days) rather than a period in number of years.

Feel free to reach out to me if you need any specific details.

Kind regards,
Eldin.

Eldin Rammell
Managing Director, RAMMELL Consulting Ltd
Location: https://map.what3words.com/thin.pencil.logs
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