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    Simple E-Mail Retention Policy

    Scheduled Pinned Locked Moved IT Discussion
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    • nadnerBN
      nadnerB
      last edited by

      Ah ha, I see. If it's Lawyer related, definately an advantage keeping everything.
      I really don't like PST files. I have found them prone to corruption.

      1 Reply Last reply Reply Quote 1
      • DashrenderD
        Dashrender
        last edited by Dashrender

        Yes, but as previously mentioned, keeping email for the sake of keeping email is pretty bad, especially if it's likely to be subpoena'ed.

        If this information needs to be saved for some other purpose, a better solution has to be out there. Granted - I'm not sure what it is. There probably is no better solution for the email chain than the email system itself.

        I considering is one of the major issues with data today - how to store and sort it all. Google has made decent strides in their updates to Google Photo, making it easier to find specific people in photos, create timelines in photos, etc. But the mass of data that can exist in email is much more difficult to remove from email and put into another system, yet maintain the integrity of the email stream, etc.

        Deleted74295D 1 Reply Last reply Reply Quote 1
        • Deleted74295D
          Deleted74295 Banned
          last edited by

          At another company, all inbound/outbound emails are logged into an archive which are then searchable by the team, excluding emails used by Directors.

          So for us support guys, if client says "you promised me bla 6 months ago" we can quickly find it.

          Or if they say they never asked us to block Facebook, boom, here is the mail showing that they did request it.

          Email archives are incredibly useful.

          1 Reply Last reply Reply Quote 0
          • Deleted74295D
            Deleted74295 Banned @Dashrender
            last edited by

            @Dashrender said:

            Yes, but as previously mentioned, keeping email for the sake of keeping email is pretty bad, especially if it's likely to be subpoena'ed.

            This is assuming that your company is or will do something bad, so let's make sure there is no evidence lying around.

            It sounds like, let's get rid of the CCTV in case our CEO is caught on film doing something naughty. Don't understand the logic behind this.

            DashrenderD scottalanmillerS 2 Replies Last reply Reply Quote 1
            • DashrenderD
              Dashrender @Deleted74295
              last edited by

              @Breffni-Potter said:

              @Dashrender said:

              Yes, but as previously mentioned, keeping email for the sake of keeping email is pretty bad, especially if it's likely to be subpoena'ed.

              This is assuming that your company is or will do something bad, so let's make sure there is no evidence lying around.

              It sounds like, let's get rid of the CCTV in case our CEO is caught on film doing something naughty. Don't understand the logic behind this.

              That's one way to look at it, another way is just not having to deal with the excess storage, or search requests (which can be time consuming). Keeping less email can also cause less need for CYA for the sake of CYA, sometimes creating a better work environment.

              1 Reply Last reply Reply Quote 1
              • scottalanmillerS
                scottalanmiller @Deleted74295
                last edited by

                @Breffni-Potter said:

                @Dashrender said:

                Yes, but as previously mentioned, keeping email for the sake of keeping email is pretty bad, especially if it's likely to be subpoena'ed.

                This is assuming that your company is or will do something bad, so let's make sure there is no evidence lying around.

                It sounds like, let's get rid of the CCTV in case our CEO is caught on film doing something naughty. Don't understand the logic behind this.

                Not quite. It's that there is little good but lots of risk to come from having old emails. Why increase liability if you don't need to? Why store old emails if you don't need to? Why retain records that are potentially dangerous for no reason?

                Keep in mind, that if you store too much email, the risk might not be that you did something bad, but that someone accuses you of it and you are not liable for storing, retrieving and searching all of that email. Proving you didn't do something is harder the more email you have to verify to do it.

                1 Reply Last reply Reply Quote 0
                • Deleted74295D
                  Deleted74295 Banned
                  last edited by

                  The cost of email archiving is comparatively cheap compared with the cost of mounting a legal defence when you have no evidence to protect yourself.

                  The use of email archiving from a management point of view is amazing, when you are looking after 120 sites over a 10 year period, all with differing issues and technologies, having an email trial of who said what, who did what and when is very useful.

                  When engineer X in 2009 made a change, we can look back and see why he recommended that change.

                  Is email archiving for everyone? Definitely not.

                  I had one incident with a company who had a 7 seven figure contract for a very long term project, retrieving those emails from 2012 meant that a huge amount of money was not lost. They now have an email archiving solution for such incidents.

                  scottalanmillerS 2 Replies Last reply Reply Quote 0
                  • scottalanmillerS
                    scottalanmiller @Deleted74295
                    last edited by

                    @Breffni-Potter said:

                    The cost of email archiving is comparatively cheap compared with the cost of mounting a legal defence when you have no evidence to protect yourself.

                    Archiving isn't the cost. Discovery is the cost.

                    Deleted74295D 1 Reply Last reply Reply Quote 0
                    • DashrenderD
                      Dashrender
                      last edited by Dashrender

                      If there was a chance at a loss of a 7 figure contract if you couldn't find the email then you had/have much more severe problems besides email archiving.

                      scottalanmillerS Deleted74295D 2 Replies Last reply Reply Quote 2
                      • scottalanmillerS
                        scottalanmiller @Deleted74295
                        last edited by

                        @Breffni-Potter said:

                        I had one incident with a company who had a 7 seven figure contract for a very long term project, retrieving those emails from 2012 meant that a huge amount of money was not lost. They now have an email archiving solution for such incidents.

                        Coming from big banking, email retention is not encouraged 🙂 The cost of saving unnecessary emails is huge. And the biggest cost is that you somehow fail to keep them or they don't get kept consistently. The longer you archive, the more the risk goes up.

                        Deleted74295D 1 Reply Last reply Reply Quote 0
                        • Deleted74295D
                          Deleted74295 Banned @scottalanmiller
                          last edited by

                          @scottalanmiller said:

                          Archiving isn't the cost. Discovery is the cost.

                          if the lawyers are involved, sure.

                          With one email archive box I used, emails from 2007 to 2014, in and out. Took a minute or 2 to find what I needed. It's like google-fu.

                          scottalanmillerS 2 Replies Last reply Reply Quote 0
                          • scottalanmillerS
                            scottalanmiller @Dashrender
                            last edited by

                            @Dashrender said:

                            If there was a chance at a loss of a 7 figure contract if you couldn't find the email then you had/have much more severe problems besides email archiving.

                            bwahahaha

                            DashrenderD 1 Reply Last reply Reply Quote 0
                            • scottalanmillerS
                              scottalanmiller @Deleted74295
                              last edited by

                              @Breffni-Potter said:

                              @scottalanmiller said:

                              Archiving isn't the cost. Discovery is the cost.

                              if the lawyers are involved, sure.

                              That's pretty much what all email retention discussions are around. The primary discussion in the US around email retention is only about legal hold and discovery, nothing else. It is so risky and so expensive that everything else is pointless to really consider.

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                              • Deleted74295D
                                Deleted74295 Banned @Dashrender
                                last edited by

                                @Dashrender said:

                                If there was a chance at a loss of a 7 figure contract if you couldn't find the email then you had/have much more severe problems besides email archiving.

                                Not the whole contract but many companies do have problems.

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                                • scottalanmillerS
                                  scottalanmiller @Deleted74295
                                  last edited by

                                  @Breffni-Potter said:

                                  With one email archive box I used, emails from 2007 to 2014, in and out. Took a minute or 2 to find what I needed. It's like google-fu.

                                  The concern is not finding "something", it is proving that there is "nothing."

                                  DashrenderD Deleted74295D 2 Replies Last reply Reply Quote 0
                                  • Deleted74295D
                                    Deleted74295 Banned @scottalanmiller
                                    last edited by

                                    @scottalanmiller said:

                                    Coming from big banking, email retention is not encouraged 🙂

                                    2008

                                    drops the mic, walks off stage

                                    DashrenderD 1 Reply Last reply Reply Quote 0
                                    • DashrenderD
                                      Dashrender @scottalanmiller
                                      last edited by

                                      @scottalanmiller said:

                                      @Dashrender said:

                                      If there was a chance at a loss of a 7 figure contract if you couldn't find the email then you had/have much more severe problems besides email archiving.

                                      bwahahaha

                                      I'm not sure what this means?

                                      scottalanmillerS 1 Reply Last reply Reply Quote 1
                                      • scottalanmillerS
                                        scottalanmiller @Dashrender
                                        last edited by

                                        @Dashrender said:

                                        @scottalanmiller said:

                                        @Dashrender said:

                                        If there was a chance at a loss of a 7 figure contract if you couldn't find the email then you had/have much more severe problems besides email archiving.

                                        bwahahaha

                                        I'm not sure what this means?

                                        Nor I.

                                        DashrenderD 1 Reply Last reply Reply Quote 0
                                        • DashrenderD
                                          Dashrender @scottalanmiller
                                          last edited by

                                          @scottalanmiller said:

                                          @Breffni-Potter said:

                                          With one email archive box I used, emails from 2007 to 2014, in and out. Took a minute or 2 to find what I needed. It's like google-fu.

                                          The concern is not finding "something", it is proving that there is "nothing."

                                          Exactly - look at the Hilary thing - she's trying to prove that classified stuff was never sent to her personal non protected account. Which is pretty much impossible to prove.

                                          1 Reply Last reply Reply Quote 1
                                          • DashrenderD
                                            Dashrender @scottalanmiller
                                            last edited by Dashrender

                                            @scottalanmiller said:

                                            @Dashrender said:

                                            @scottalanmiller said:

                                            @Dashrender said:

                                            If there was a chance at a loss of a 7 figure contract if you couldn't find the email then you had/have much more severe problems besides email archiving.

                                            bwahahaha

                                            I'm not sure what this means?

                                            Nor I.

                                            I know what my statement means, but I don't understand your laughing.. did I miss something?

                                            Maybe you're laughing in agreement?

                                            scottalanmillerS 1 Reply Last reply Reply Quote 0
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