Hi Robert,

Not sure if this will help or not but I know of several very large
multinational organizations that actually do both simultaneously. The idea
is that above a certain level in the organization the risk of deposition is
such that it's less risky to keep everything for a period of a few years -
2 in one case, 3 in another, 18 months in another - while still training
and encouraging everyone to manage email records the same way as with other
messages. I suspect it's because those that fall into the "email archiving"
category also tend to be high enough in the organization that records
management isn't exactly a high priority. I don't know the calculus for the
time periods selected but their legal and risk teams signed off on it so....

This also appears to be the direction NARA and the Feds are going courtesy
of the Capstone approach. From the Capstone bulletin (2013-02):

*....*Using this approach, an agency can categorize and schedule email
based on the work and/or position of the email account owner. The Capstone
approach allows for the capture of records that should be preserved as
permanent from the accounts of officials at or near the top of an agency or
an organizational subcomponent.   An agency may designate email accounts of
additional employees as Capstone when they are in positions that are likely
to create or receive permanent email records.  Following this approach, an
agency can schedule all of the email in Capstone accounts as permanent
records.  The agency could then schedule the remaining email accounts in
the agency or organizational unit, which are not captured as permanent, as
temporary and preserve all of them for a set period of time based on the
agency’s needs. Alternatively, approved existing or new disposition
authorities may be used for assigning disposition to email not captured as
permanent.

While this approach has significant benefits, there are also risks that the
agency must consider, including choosing the appropriate Capstone accounts,
the possible need to meet other records management responsibilities, and
the possibility of incidentally collecting personal and other non-record
email.  Agencies must determine whether end users may delete non-record,
transitory, or personal email from their accounts.  This will depend on
agency technology and policy requirements....
http://www.archives.gov/records-mgmt/bulletins/2013/2013-02.html

-- 
Regards,

Jesse Wilkins, CIP, CRM, IGP
Director, AIIM
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