Managing email at a company level can be done while maintaining retention schedules, important content, provide a flexible search tool when things need to be found, etc.  Some of it involves email policy and enforcement of that policy but most of it can be done in an automated transparent fashion.  Vendors offer services that "camp" on your inbound and outbound email streams and capture them all to an archive server, either onsite or offsite.  When these messages are captured the content can be encrypted and an additional encryption key can be applied to support non-repudiation to insure the captured email archive meets the rigors of the legal discovery process.  Filters and retention rules can be applied to these captured streams to allow further management and destruction of aging material.  The vendors also catalog all of the content, including attachment content, so you can easily search by entering a clue.  If the company is utilizing portable end point devices (smartphones, tablets, etc.) where the email is being served through a MS Exchange server vendors can also capture these streams.

With such an email archive / management solution your company can set very short email retention windows (2 weeks, 30 days, etc.) and purge things under central control.  You really don't care because of have a permanent archived copy in your archive system, fully content searchable.  Many vendors offer this as a pay as you go service with the cost being based on the number of mailboxes that you have in your company.

Relying on internal manual procedures for managing email does not work and would be challenged in a court of law if email content was submitted.  

Dennis


Dennis Tallerico
AssureVault
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of charlie sodano
Sent: Wednesday, August 03, 2011 3:25 PM
To: [log in to unmask]
Subject: Re: Preserving Email: The Nature of the Problem

I should have clarified this thought.  I was referring to a 60, 90 or ? day sweeps into the garbage of emails that have not been moved elsewhere.

Still looking for a success story!

"...Anyone out there who knows about an email records system that has worked well?  Of course one that also automatically deletes old emails on some kind of fixed schedule..."

Charlie Sodano
eOrganizedWorld

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