Yes, Deanna,
this is the problem.  For years some IT departments pushed the story that
backups were retained indefinitely - because storage was cheap.  (At one
company where I was the RIM Manager, IT agreed in a meeting to stop the
permanent retention of backups, but then secretly told Legal they would
continue retaining all backups. This type of IT sabotage has created
multiple problems in the electronic records management systems.)    Now
that many organizations have started maintaining backups only for a short
period the concept still persists that backups retain email/documents etc
indefinitely.  This is really a training issue.  First the organization
needs to establish the policy/procedure for backups; and then ​educate the
employees/users of the systems so it is clear that backups are maintained
only for the purposes of disaster recovery.  And then conduct audits to
verify the process.

Mary

Mary W. Haider, MBA, CRM
Records & Information Manager and Consultant
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865-983-1371

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