Hello, Everyone.  I am not new but should re-introduce myself as having been with the LIST for some years, read the messages daily and have very much appreciated the information that has been shared but, normally, I stay in the background as I am not all that confident with advising others on RM Issues.  When a rare occasion occurs that I actually do have information to share, I tend to send it directly to the requestor, off line.   I have searched the archives on the subject and can not locate anything specific to my quandary.  I am writing today to request input on or off line on the below potentially damaging business process.  Like so many others, we simply cannot save everything forever - have no e-mail classification software and no content management system.  I am hoping that, as always, someone can enlighten me to any possible legal damage that could result from going forward with this solution to the loss of important content.  Thank you so much, in advance, for any input

Scenario:
I have an e-mail message related to FRA content that must be retained for 6 years.  (I only need the content of the message, not the metadata.) My organization has a documented policy which states that e-mails are deleted from the Outlook Exchange system at the age of 4 years.  Therefore, I move the message of importance to me (and the FRA) out of the Outlook system, and save as an .htm, .msg or .pdf file in my shared network drive. Then, a civil action arises under which all e-mails to or from Janice Hulme must be produced.  My organization produces only 4 years of e-mails and states that, by policy, no others exist.   Does this hold up in court?

Janice Hulme
Supervisor, Records Management Program
SEPTA Information Technology Department
1234 Market Street, 8th Floor
Philadelphia, PA 19107-3780
215-580-7916


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