Not intended as chastisement but advice for others... Don't wait to  
take action on orphaned accounts on separation from employment.

If you don't have systems in place for categorizing messages by  
content and then filing in an ERMS or other repository by series and  
retention period, and employees have email either stored on their  
desktops or servers by user ID... you do still have a couple of options.

In general, you have two or three levels of employees- decision  
makers, 'doers', and support staff. Based on the functional areas the  
employes worked in, you can typically make a 'best guess' at minimum  
and maximum retention periods for their content.

The two 'best of the worst' options would be to save everything for a  
set period (not recommended) or set up folders on an institutional  
server to transfer the accounts to, with logical retention periods  
assigned to them, based on function and level of the employees.  These  
should reflect the maximum retention periods and this allows the  
organization to re-evaluate this content if needed in the future.

Then add these "series" into your retention schedule along with the  
retention periods.  Accompany this with a letter to file from  
corporate counsel (or someone similar) justifying the decision.

Next step is develop policy and practices for day forward managing of  
this process so it doesn't continue to grow.

Larry
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Sent from MY iPhone

On Nov 27, 2009, at 7:48 AM, "Bruno, Denise" <[log in to unmask]>  
wrote:

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