> Date: Thu, 22 Jan 2009 13:39:13 -0500
> From: [log in to unmask]
> Subject: Email Management Questions
> To: [log in to unmask]
> 
> Hi, Group.  I've been off the list for a while and in that time I've
> changed jobs and states!  I left Pearson and Texas for BCBS and
> Tennessee.  I have a few questions I hope some of you will be willing to
> answer for me.
> 
>  
> 
> 1.	Do you have a system in place for your people to classify email?

I would recommend an out of the box solution if you have the resources to acquire one. You can use outlook to manage your email. Base your tree on your file plan and apply your retention schedule. It has high training requirements and relies on your staff following the schedule.
> 
> 
> 	a.	If so, do you routinely purge the mailboxes after a
> certain length of time? 

Purging is not a good idea in general. You risk spoliation.
> 
>                                                                i.
> If so, how long 30 days, 90 days, 120 days, 6 months?

I doubt you have many records scheduled with that short a retention.
> 
> 1.       if so, do you force the purge, or rely on the individual to
> follow the guideline?

> 
> 2.	Do you use an email archive for litigation purposes? 

Records identified for litigation should be mirrored off and stored separately. they will have a different retention from the original version. 

> 	a.	If so, how long do you leave email in the archive before
> a purge? 
> 
>  
> 
> 3.	Do you have limits on the size of inboxes? 

Size limits derive from a functional limit in the "old days". Current systems really have no such limitations. I would recommend that volumes be limited to the amount of business records stored. non record emails should be delimited in your tree and kept to a minimum as much as possible. 
> 
> 	a.	If so, what is it? 
> 
>  
> 
> 4.	How long do you retain daily email back ups? 

depends :)

Do a full backup differentials until the next full backup dispose of the differentials
Really depends on an almost unlimited number of variables. Ask your IT folks and work from there.

Chris Flynn
> 
>  
> 
> I would really appreciate any information you'd be willing to share.
> Thank you.
> 
>  
> 
>  
> 
> Rikki M. Zengel
> 
> Project Manager, Enterprise Records and Information Management
> 
> BlueCross BlueShield fo Tennessee
> 
> Chattanooga, TN
> 
> 423-535-4060
> 
> [log in to unmask]
> 
>  
> 
> 
> -----------------------------------------------------
> Please see the following link for the BlueCross BlueShield of Tennessee E-mail disclaimer:  http://www.bcbst.com/email_disclaimer.shtm
> 
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