Angie Fares wrote: "Of course I am no legal authority, but I know that
keeping employee
email laying around longer than necessary is never a good idea.  Too
much cost associated with trying manage, secure, protect, and filter
through what is or isn't a record."

I would agree with this statement, Angie, and would not necessarily assume
it is not inconsistent with retention policy. What you are describing is a
declaration process, where the records custodian has a certain amount of
time to declare records subject to retention before remaining email  is
deleted (presumably either non-record email, or email that no longer meets
an operational, financial, legal or historic need). Such policies are not
uncommon - they don't work quite as well in the public sector due to public
access issues. In these cases, the risk may be higher  that the records were
not kept long enough, and the time limited deletion will more than likely be
construed as undermining public access requirements.

-- 
Dwight Wallis, CRM
Multnomah County Records Management Program
1620 SE 190th Avenue
Portland, OR 97233
ph: (503)988-3741
fax: (503)988-3754
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