Hi everyone:
My role as Email Management Business Analyst  at the regional government office where I work is to assist employees with ensuring official email gets saved to an approved repository. We have policies and best practices as well as tips & tricks for managing email. 

We also have training for employees for Information management as well as email management (albeit it isn't mandatory at this point). 

Official email is saved with a classification code (and corresponding retention). Currently, it is a challenge for employees to tag their emails with the correct codes because there are so many.

We are currently in a pilot phase of using Microsoft Exchange Outlook Archive with the intent that employees continue to file their official email to an approved repository; transitory email is deleted; the remaining email ("longer term value") auto-deletes from the Archive on a rolling 3-year basis. Employees have to receive training and then sign off on the terms and conditions of use. 

Hope this helps!

Regards,
Sherry

Sherry Hedden |  Email Management Business Analyst, Clerk’s Office, Corporate Services
------------------------------------------------------------------------------------------------------------------------
The Regional Municipality of York | 17250 Yonge Street | Newmarket, ON L3Y 6Z1 
O: 1-877-464-9675 ext. 71332 | [log in to unmask] | www.york.ca
Our Values: Integrity, Commitment, Accountability, Respect, Excellence    
Please consider the environment before printing this email.
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Carlo Perez
Sent: December-22-15 12:44 PM
To: [log in to unmask]
Subject: Email Retention

Hello all! I'm new to this forum and I'm so glad my colleague recommended it. Our Company has just implemented a new email retention policy. Do a lot of other Company's out there have a email retention policy? How do you educate your employees about it? If there's an email that constitutes as an "official record", how do you store those emails? Thanks!

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]