Hi Debi,
There is no magic in having 10 reasons why you should or should not do
anything.  But whatever reasons you have should be supported with sound
analysis and examples.

We established an Email Policy that stated that email messages are
considered "housekeeping" and will be deleted in 180 days.  Any email
message that meets the criteria of a record is to be moved to a trustworthy,
recordkeeping system.  For some organizations that is a "print and file"
system, for others it is an electronic repository.

The idea that establishing an auto-delete time frame on email is contrary to
following retention rules is erroneous.  We apply retention rules to
documents and records series based on content regardless of the media.
Therefore, an auto-delete policy is a policy for managing a tool.  It is our
responsibility to get our records into an appropriate respository that
facilitates the retention of records based on your established records
retention policy.

The key is that you provide the training/awareness necessary to make sure
all employees understand how to manage their email.

I was very glad to hear this concept promoted at the MER conference this
week.  Fortunately some of the new tools will make this much easier in the
near future.
Thanks Mary


On 5/22/06, Krogh-Michna, Debi <[log in to unmask]> wrote:
>
> We are recommending to management implementing a new email policy that one
> piece of it has a 90 day deletion of email.  I have been asked my management
> to give them 10 reasons why we should do this - has anyone in this group
> come up with such a document of "Top Ten Reasons?"  Thanks for your help in
> advance.
>
> Debi Krogh-Michna
> Platte River Power Authority
> 2000 East Horsetooth Road
> Fort Collins, Colorado  80525
> 970/229-5274
> [log in to unmask] <mailto:[log in to unmask]>
>
> This e-mail message is for the sole use of the intended recipient and may
> contain confidential and/or privileged information.  Any review, use,
> disclosure or distribution by persons or entities other than the intended
> recipient is prohibited.  If you are not the intended recipient, please
> contact the sender by reply and destroy all copies of the original message.
>
>
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
> Contact [log in to unmask] for assistance
>



-- 
Mary W. Haider, CRM
Records & Information Manager

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance