The good news if you are planning email management (EMM) for ensured retention and defensible disposition is that you don’t need to be perfect – you don’t have to perfectly satisfy your retention demands
Lesson #2: Retain what is necessary, dispose the rest In E-Discovery and corporate litigation the death blow to many companies can come from over-retention of information. Electronically stored informtion lends itself to over-retention of records or retaining non-records due to several factors. One of the most common reasons is because even though an e-mail might not have significant business value and is only considered transitory, an employee can still drag and drop it into the electronic records repository for the wrong retention. When sending a letter, it is human nature to think twice about photocopying outgoing correspondence and filing it for recordkeeping purposes
By Mary Mack Recently, a new email-archiving challenge has arrived: as regulatory retention periods only get longer, many of these time frames are now longer than the average technical life of most commercial email archiving and enterprise information archiving solutions
” Me: “So according to your document retention policy, how long to do keep those documents in storage?...” OR “Oh, we worked on a document retention policy years ago, but we just keep everything forever
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I’ve been watching you for years now, waiting for your organization to get a records retention schedule in place
So, here’s how it works: the administrator creates folders, using the recognizable names (that hopefully map back to the records retention schedule); and connects a managed folder mailbox policy to the mailbox (that hopefully map back to the records retention schedule); assigns the managed folder mailbox policies to users; and configures the mailbox server to run the scheduled policies
There is never a reason to list “email” on a records retention schedule; moreover, while some email is just “correspondence” and can be managed under that umbrella, messages that set out terms or provide confirmation, where the message is the only copy of the information retained, must be managed according to the content
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