Hi Margaret,
I've seen a number of instances where organizations have done that using a
two-stage approach and  our old friend "big bucket theory".

In the first stage, the organization sets up big buckets. For example,
everything in the inbox is considered transitory and is only kept 30 days.
Things that are in progress, relating to projects underway, or used on an
ongoing basis are moved to appropriate folders and kept for a longer but
still well-defined period, such as 180 days or 1 year. Things that need to
be kept longer than that - i.e. records - are moved to a staging folder
which is then periodically transferred to a formal records management
system.

The second stage is that records declaration, classification, and management
process. Doing it that way allows users who are the subject matter experts
to focus on getting rid of stuff they know ISN'T important or worthy of
keeping and dramatically reduces the pile of stuff to be classified and
managed over time.

Of course this approach requires:
- Training, training, training
- Monitoring and auditing to ensure what is being kept should be and what
shouldn't be, isn't
- Support of the users and their managers
- Did I mention training?

It also assumes that at the 30 day and the 180 day mark the system is
automatically flushing everything that remains in those particular buckets.
Again, requires training, some time to get used to it, etc. But backups
would still allow for spot checks and corrections. And this approach can
also be used in conjunction with .PST files - or with the aforementioned
proscription against creating them.

Hope this helps,

Jesse Wilkins
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