JISCMail - RECORDS-MANAGEMENT-UK Archives

Hi Mark

The basic situation in most organisations is as follows:

the organisation has a poicy that instructs staff to move 'important' emails into 'record systems'
staff almost never move emails into these record systems
email gets deleted from email accounts after a couple of years

This set up works well for almost everyone. Staff get to have access to emails in their email accounts for two or three years (which is about how long they typically stay in post for) and our organsations are spared the considerable cost, risk and inconvenience of keeping email correspondence for the types of time period we would have to keep it if we subjected it to our retention rules.

The people that lose out are the people who want to hold administrations/organisations to account, people like the internal auditors you mentioned in your question, and, in the case of important public officials, historians.

James

On Thu, Oct 4, 2018 at 4:44 PM Mark Thompson <[log in to unmask]> wrote:

Dear all

This old chestnut.

Applying a time limit rule to allow for certain emails in Outlook to be copied and managed as records in another system in order to comply with a retention schedule and delete all that remains seems like a sensible solution.

That is until internal audit asked how they are to carry out fraud investigations. I don't really want to set the time limit to fit in with Limitation as this is far too long.

What do others do?
Thanks
Mark

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