We do have an auto-delete policy and the timeframes are listed below. We interviewed the businesses and implemented this policy 3 years ago. We went from keeping everything forever to 5 years maximum and planned to reduce once users became familiar with the new policies. We did a lot of communication and still had issues when we went live. We had some technical difficulties with Exchange and ended up turning auto-delete off. Users were able to move the sub-folders to other folders which then took on the parent retention and this caused some significant problems. The users do not have the option to change the settings. IT was unable to restore lost files (including some potential records) as users often used email as a filing cabinet.
- Inbox -- 180 days from receipt date (6 mos)
- sub-folder for 1, 3, and 5 years (Users often moved these under the Inbox, which made them disappear in 180 days. Users often put everything in the 5 year folder)
- records are moved to ECM system
- Deleted Items -- 90 days with plan to reduce to 30 days
- Sent Items -- 180 days with plan to reduce to 90 days
- Junk Mail -- 30 days
I am also very interested in what other companies are doing. We just moved to Office 365 and we are reviewing our policies prior to re-introducing email auto-delete with training. Our Information Governance Committee is interested in benchmarking as well before our re-launch in Q4. Any information that any of you can share is greatly appreciated.
Thanks and kind regards,
Catherine Wilson, CRM, CH-FIM, ECMP
Corporate Records Manager, Risk Management
Mutual of Enumclaw Insurance Company
[log in to unmask]
360-366-5551 ext. 3637 (Office)
530-306-3677 (Mobile)
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Callen, Jeanne M
Sent: Tuesday, September 26, 2017 10:40 AM
To: [log in to unmask]
Subject: Re: Email Auto Delete Question
Hi Linda,
Our company uses an auto-delete method and users do not have the capability of changing it. If the contents of the email is considered a record, they must move it out of the email system if it needs to be retained longer than the auto-delete settings.
Jeanne M. Callen, CRM
J. J. Keller & Associates, Inc.
3003 Breezewood Ln
Neenah, WI 54956
(920) 722-2848
jjkeller.com
This is my opinion only and does not represent the position of J. J. Keller & Associates, Inc.
Confidentiality Warning: This email and any files transmitted with it may be confidential and are intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error, please notify the sender immediately and delete this original message and any copy of it from your computer system. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this email is strictly prohibited. Disclaimer: This email may contain information that is intended to lend technical knowledge and support to the recipient. Laws, regulations, and best practices change, and the observations and comments drawn today may not apply to laws, regulations, or best practices as they may be in the future. Any recommendations made by J. J. Keller staff are offered in strictly an advisory capacity and are not to be construed as legal advice. Recipients seeking legal advice s!
hould consult with legal counsel. J. J. Keller & Associates, Inc. P. O. Box 368, Neenah, WI 54957-0368
List archives at https://na01.safelinks.protection.outlook.com/?url=http%3A%2F%2Flists.ufl.edu%2Farchives%2Frecmgmt-l.html&data=02%7C01%7Ccwilson%40MUTUALOFENUMCLAW.COM%7C867d79d8b7c048ff9c3108d50505ba28%7C5a381f7dcc3d4a93b2cbd2fd072e535a%7C1%7C0%7C636420444519368737&sdata=iZlfzrkZl6tOxWfAY1G%2B7R0yaKwOFy%2FPCOeHi9go5ZU%3D&reserved=0
Contact [log in to unmask] for assistance To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]
Confidentiality Notice: This e- mail and all attachments may contain CONFIDENTIAL information and are meant solely for the intended recipient. It may contain controlled, privileged, or proprietary information that is protected under applicable law and shall not be disclosed to any unauthorized third party. If you are not the intended recipient, you are hereby notified that any unauthorized review, action, disclosure, distribution, or reproduction of any information contained in this e- mail and any attachments is strictly PROHIBITED. If you received this e- mail in error, please reply to the sender immediately stating that this transmission was misdirected, and delete or destroy all electronic and paper copies of this e-mail and attachments without disclosing the contents. This e- mail does not grant or assign rights of ownership in the proprietary subject matter herein, nor shall it be construed as a joint venture, partnership, teaming agreement, or any other formal business relationship.
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]
|
