Linda,

Essentially this boils down to risk - each organization has a different level.

If you are in the financial service industry (you didn't specify which
one your organization is) certain trading records, including email and
text messages, must be retained for either three or six years,

One approach you might consider is what Old Dominion University has in
place.  They created buckets by time frames: Permanent, 10, 5, 3, and
2.  Here is a link to their standard -
https://www.odu.edu/about/policiesandprocedures/computing/standards/06/02.

As for those who have many years of email I would give them a grace
period of 90 to 120 days to review all of the messages and determine,
which, if any need to be maintained outside of established time
periods.  They then have to make a case why their email should be
retained longer - "Just in case" won't fly.  I would make sure any
discussions with the individual(s) include representatives from your
compliance and litigation groups.

Of course any decision needs to be documented along with the rational behind it.

Good luck!

Bruce White, CRM, PMP
e-mail: [log in to unmask]
LinkedIn:  http://www.linkedin.com/in/bblanco


On Tue, Sep 26, 2017 at 1:04 PM, Linda Whitworth
<[log in to unmask]> wrote:
> Hello,
>
> If your organization has a policy to auto delete email, can you please send
> me the time-period email are maintained?  Do the employees have the fu
> functionality to assign additional retention periods to email?  Senior ma
> management wants some benchmarking before approving our 1st email au
> auto delete policy.
>
> And, any words of wisdom to implement a policy to workers that have
> many years of email – that of course they need because 1 time they found an em
> an email that saved the day.  How many times have we heard that story!!!
>
> Thank you for your help.  The IG Committee is getting close to making this hap
> happen.

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