I agree completely!  We do it the same way for the same reasons.

Best regards, Steve
Steven D. Whitaker, CRM
Records Systems Manager; City of Reno

>>> [log in to unmask] 05/25 6:41 AM >>>
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

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