Manage the content, not the medium. I don't believe there should be an "email" retention policy, its a "records" retention policy. Getting people to grasp this concept is most of the battle. Emails should be treated no differently then faxes, printed records, video recordings, sound recordings, web pages, etc. It is not about the delivery method, its about the content. Start from this axiom and build outward and many of the questions you pose will answer themselves. Emails get retained as long as paper documents or other electronic records get retained. All records, whatever the method of delivery, based on content, have the same retention period.
As to retention periods, these are usually industry/business specific and are governed by various statues, federal regulations, state laws, etc.
Richard
Morris James LLP
Richard B. Loringer
Records Manager
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500 Delaware Ave., Ste. 1500 | Wilmington, DE 19801-1494
Mailing Address P.O. Box 2306 | Wilmington, DE 19899-2306
T 302.888.6903 F 302.571.1750
www.morrisjames.com
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Didley, Claudia
Sent: Thursday, May 06, 2010 7:55 AM
To: [log in to unmask]
Subject: Email Retention Policy
Does anyone have an email retention policy they can share? We are in
the process of setting up an email archiving system and I would like
some ideas. Specifically, do you capture all users emails or only
certain users. How long should emails be retained? Are the retentions
set up per department? Any information would be greatly appreciated,
thank you for your help!
Thank You,
Claudia Didley, PHR
Corporate Records Manager
3875 California Road
Orchard Park, NY 14127
Phone: 716-539-7242
Fax: 716-662-8985
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