I have been asked to seek benchmarking information on retention requirements
for email and content stored on OneDrive for Business in companies that have
implemented Office 365.  

We have been trying to leverage a planned migration from Lotus Notes to
Office 365 as an opportunity to implement a tiered approach to retention of
email, which has been virtually impossible in the current environment. 
Currently inbox and sent mail quotas are extremely low, leading many
employees to archive most of their emails to the Lotus Notes equivalent of
.PST files on their hard drives, and there hasn't been any kind of
infrastructure in place to enable moving emails that qualify as official
business records to an ECM repository.

Our starting point for retention requirements was to propose 90 days for
temporary emails (inbox or sent mail), 3 years for work-in-progress (online
archive), and according to the retention schedule for any official business
records (transfer to SharePoint).  We proposed that these requirements would
be applied both to email and to personal business content stored in OneDrive
for Business.  In the case of OneDrive for Business, we proposed that any
content that has not been revised in three years be deleted or moved to a
SharePoint team site.  

The proposed retention times were based on reviewing professional
presentations and conducting some informal benchmarking.  Keep in mind that
CSC is not operating in a heavily regulated or litigated industry.

But with the switch to Office 365, CSC will have access to so much email and
OneDrive storage per person as part of our license that it is virtually
equivalent to having free storage, especially since Microsoft seems to be
continually increasing the amount of storage available per person.  So there
will be no cost incentives for requiring employees to purge their data
(other than long-term e-discovery cost implications, which so far have not
been a strong enough argument to get a lot of traction).

The leadership team I am presenting to has never heard of another company
implementing this kind of tiered retention of email or other content.  So
they have asked me to find out what other companies are doing, not just from
a general policy perspective, but specifically within Office 365 (which I
realize has not been widely deployed in many companies as large as CSC - ~
80,000 employees).

Can anyone share their equivalent retention practices, particularly for
email?  Please feel free to respond offline to [log in to unmask]

Thank you!

Elizabeth W. Adkins, CRM, CA, IGP
Senior Principal, Business Technology (Information Governance)

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