Sherry,
The State of North Carolina has a minimum 5-year retention period for all emails that are public records (document the business of state agencies). Emails that, because of their business function and value, require longer retention are, of course, retained for the longer retention period or, in the case of email with historic value, permanently.
Hope this helps!
Kurt
Kurt Brenneman
Records Management Analyst
N.C. Department of Cultural Resources
4615 Mail Service Center, Raleigh, NC 27699-4615
(919) 807-7357
(919) 715-3627 (fax)
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Visit our new website at www.ncdcr.gov/archives
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address may be subject to the North Carolina Public
Records Law "NCGS.Ch.132" and may be disclosed to
third parties by an authorized state official.
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Hedden, Sherry
Sent: Friday, December 19, 2014 10:47 AM
To: [log in to unmask]
Subject: Timeframe for deleting Outlook items from an archive - advice requested
Hi:
I am an Email Management Business Analyst at the Regional Municipality of York (in York Region, Ontario, Canada). As a government organization, we have a Records Retention Bylaw that governs how long to keep records (of which email is a part). My role is to assist users with managing their email (the requirement to do so, how to do it and best practices for using Outlook 2010).
We are looking at implementing Exchange Archiving ("Archive") and if you know the product, then you know that email (and other Outlook items including calendar, tasks) are deleted from the Archive after a set period of time (called the "Item Delete Date"). We are wondering what is being done in the marketplace with respect to deleting from an archive. How long are items retained there (e.g. 1 year, 3 years, 5 years)? What advice do you have / what best practices exist in your organization?
I appreciate your consideration and response!
Regards,
Sherry
Sherry Hedden | Email Management Business Analyst, Clerk's Office, Corporate Services
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