I can only talk about our Agency e-mails. E-mails here are not a series
unto themselves. They assume the series the topic, i.e. Construction
projects, involves. So, they inherit the retention of the remaining
documents in the series. This is probably true because most of our
retentions are governed by State and Federal law. Ninety days is not
sufficient for them and could prove more than problematic when dealing
with litigation. Therefore, some type of physical or electronic
retention is required.
Anne
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Jeanne Callen
Sent: Thursday, March 12, 2009 3:08 PM
To: [log in to unmask]
Subject: Email Archiving
Here's another question regarding email archiving - and excuse me if I'm
not asking this properly - I know what I want to ask, just not sure how
to get there from here!...
Currently our email policy is to automatically delete emails every 90
days. There has recently been some concern that this is too short of a
retention - that emails are not kept long enough for someone to follow
up on - and they don't want to have to print the email in order to keep
it for a later date. (That's what they're doing now and what prompted
the thought - wasting too much paper).
Do you look at extending the retention in the system - say to a year, or
going with an archiving system? I don't understand the purpose of
going to an archiving system if the retention is the same. Is it still
considered "email" when it is put into an archiving system? If the
original email is deleted after 90 days - why would you risk keeping it
in an archiving system - what would be the purpose of having an
automatic 90 day deletion then?
My feel is that 90 days is long enough - I can't imagine what could be
so important that it would need to be kept longer than that. And, if it
is that important why is it taking longer than 90 days?? Sounds like
more of a time management problem to me! Also, no matter what, these
people are STILL going to print out their emails no matter what happens!
Again, excuse me if I'm not being clear and please be kind with your
replies. : ) The more I think about it - the more confused I become.
Thank you,
Jeanne Callen
[log in to unmask]
Neenah, WI
Thank you,
Freezing in Wisconsin,
Jeanne Callen
[log in to unmask]
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