Risky Business: The Folly Of 90-Day Email Retention

Bookwalter, Thomas
March 2005
Business Communications Review;Mar2005, Vol. 35 Issue 3, p48
Trade Publication
This article focuses on a short retention policy for emails. The motivation for considering a short retention policy for emails may be based on the concern that there might be "something" in the emails that could turn out to the damaging to the company. Or it may be driven by a desire to limit or control the size of individual mailboxes on the mail server. E-mail is a delivery system like FedEx or the U.S. Postal Service. When it comes to retention rules, what matters is the content of the message, not the way in which it was delivered. Retention rules are based on the purpose, use or content of the message. Wanting to keep the emails for reference, employees move the mailboxes from the mail server to their laptops or desktops. But central systems do not back up these files and cannot search them. If the emails are on desktops and laptops, employee names should be provided and the relevant files on their desktops collected for submission in the case.


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