I have been reading the thread about back up tapes with interest. It raised a question for me about how people are dealing with email archives?
Many organisations now have cloud based systems such as Veritas or Symantec which effectively journal all of the email sent within the organisations, to the outside world and from the outside world. These things can quickly fill up with literally millions of emails.
Even if email is deleted from an inbox (say from Outlook) - or an entire Inbox is deleted - it's still all in the archive.
These systems from my experience can also have pretty good search engines (the entire archive can be searched) - so if Bill Jones puts in a SAR it's not hard to search for data.
There could be all sorts of stuff in there - personal data, personnel related data, and so on. And what if someone makes a mistake and sends the organisation sensitive data by mistake and contacts the organisation to ask to have all copies deleted?
Are records managers on this list in control of those email archives - or is it an IT issue - or....is it being managed by an external third party?
Or has anyone made a decision not to have such an archive and only retain email in Outlook, or whatever email application is being used?
thanks + rgds
Danny
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