Email Retention Policy Template

Anyone can come up with an email retention policy however.

Email retention policy template. The email retention policy is intended to help employees determine what information sent or received by email should be retained and for how long. Email is not in and of itself a university record series for which a schedule exists. However some system level folders also known as default folders have retention policies that cannot be modified. If youre still reading this chances are good that you like me are a senior it or security professional or are perhaps even a manager.

Despite ofcial policies or limits on your email server if emails are retained indenitely and stored in multiple. The information covered in these guidelines includes but is not limited to information that is. Email retention policy template. The best rule of thumb is to create an email retention policy with the minimum of the regulatory requirements.

Retention policies for default folders are automatically enforced. What this means is that if you have a regulatory requirement of keeping emails for only three years then you should not be keeping these emails for more than the minimum of 3 years. Managing your email messages as business records assures that youll meet the requirements of federal state and industry laws. An email retention policy goal is to set a process that captures inbound and outbound email messages.

Such consultations should also cover whether an organization must comply with more than one regulation. The real value to your business will come from creating something that meets your requirements and overcomes your challenges. However best practices recommend consultations with legal experts to determine retention periods. When someone is creating a policy for the retention of documents they will find that looking at document retention policy sample will help them to know how they should lay things out and just how they should word the policy that they are creating.

Email retention policy best practice 5. A retention policy defines how long to keep email in certain folders. A balancing act unfortunately many organisations and email administrators are facing challenges from all sides when it comes to email retention. Regulators and courts treat email messages the same as written documents.

Email retention policy examples by industry. When creating a new email retention policy you should take the time to think about all of the points previously covered in this article but try not to lose sight of what matters most to your business. You can set the retention policy on any folder you create. Facebook twitter pinterest linkedin email.

Most laws require companies to retain their email from three to seven years.