In my previous organization, we did away with event triggers as they
were not working as we were seldom notified of the "trigger" to start
the retention clock.
As we did this, we assigned retention time periods for what would be the
longest time for any record in each series. For instance, if we had to
keep a record for the life of the employee, we assumed that they would
start no sooner than the age of 18 and probably would not live beyond
the age of 90. This gave a retention value of 72 years. It did mean
that we kept some records longer than if we were T+, but it did work.
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Siek, Maryanne
Sent: Tuesday, September 06, 2011 8:09 PM
To: [log in to unmask]
Subject: Event-triggered Email Deletion
My company is facing a retention conundrum and are looking for ideas
from RIM's best and brightest.
We're currently deploying Symantec's Enterprise Vault with Exchange
managed folders to apply retention to "record" email. A set of folders
will be provided in our users' mailboxes, and they are to drag record
emails into the folders for retention beyond our default two-year
auto-delete policy.
Our issue is that about half of our retention folders have
event-triggered retention periods (ACT +), and our tool can only
calculate retention based on the email's send/receive date. Getting rid
of the event triggers is out of the question at this stage of the game,
so our only option seems to be determining an appropriate buffer period
to be added to the retention period for each folder to create a window
during which the event can be presumed to take place. Our Enterprise
Vault consultant, who is very knowledgeable, says that he's seen other
organizations do this based on reasonable assumptions about the typical
duration of audits, length of employee tenure, etc. We've tried to
gather this type of information from our users, but we're finding it
unhelpful. Another option is to come up with a standard buffer period
that we could apply to each of these folders, but we have no idea what
would be considered reasonable.
I searched the listserv archive and didn't find any discussions that
addressed this exact issue. Does anyone have any suggestions as to how
best to approach this?
Thank you in advance!
Maryanne
Maryanne B. Siek, MA, MS
Director, Records Management
Freeport-McMoRan Copper & Gold
4435 E. Cotton Center Blvd.
Phoenix, AZ 85040
Office: 602-345-5609
Cell: 602-826-2208
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