E-Mail Retention Policies



  • Currently, we have an in-house MDaemon server which kind of presents itself as Outlook. So most e-mail is stored on the server. However, there are still a few users with PST files. ABout 20 accounts.

    Anyway, we are moving to Offfice365 hosted e-mail this month or next.

    A few of my users have a TON of e-mail.

    I was wondering what kind of retention policies everyone has. Do you keep everything? Let users delete what they want? Put older stuff in archives?

    Just trying to figure out how I want to handle this when moving over, and set up best practice moving forward.

    I was thinking that setting up the in-place archive for like 3 years might be a good middle ground. But then I think ... do they really need to keep all this crap?



  • @brrabill said in E-Mail Retention Policies:

    Currently, we have an in-house MDaemon server which kind of presents itself as Outlook. So most e-mail is stored on the server. However, there are still a few users with PST files. ABout 20 accounts.

    Anyway, we are moving to Offfice365 hosted e-mail this month or next.

    A few of my users have a TON of e-mail.

    I was wondering what kind of retention policies everyone has. Do you keep everything? Let users delete what they want? Put older stuff in archives?

    Just trying to figure out how I want to handle this when moving over, and set up best practice moving forward.

    I was thinking that setting up the in-place archive for like 3 years might be a good middle ground. But then I think ... do they really need to keep all this crap?

    Uhm, should I say that I still have mails from the '90s? I rarely need them, and they are not in my "hot" mail account, but there are times where access to old mails may come in handy.

    I must admit: There's no real reason to keep 20-30 year old mails. But I would always keep at least the last five years.



  • I mean, an answer might just be to say "F" it and let them do what they want.

    It's not my Inbox that takes forever to sync. 🙂



  • @brrabill said in E-Mail Retention Policies:

    I mean, an answer might just be to say "F" it and let them do what they want.

    It's not my Inbox that takes forever to sync. 🙂

    The migrations I helped with last year, 40GB mailboxes would migrate between local servers in ~3 to 4 hours. They were upgrading the local exchange server tho, so uploading all of that could take quite a bit longer.





  • We only archive for a small handful of users. Email is limited to around 100 MB a user, unless you're a supervisor or owner.

    It keeps people from just saving all kinds of trash they will never look at again in their email.



  • 2 days.. I don't allow anyone to keep an email for more than 2 days. . .

    Long go the days of 50GB PST's. . . so why retain anything!

    😛



  • @dustinb3403 said in E-Mail Retention Policies:

    2 days.. I don't allow anyone to keep an email for more than 2 days. . .

    Long go the days of 50GB PST's. . . so why retain anything!

    😛

    And I thought I was borderline draconian.



  • @dashrender said in E-Mail Retention Policies:

    @dustinb3403 said in E-Mail Retention Policies:

    2 days.. I don't allow anyone to keep an email for more than 2 days. . .

    Long go the days of 50GB PST's. . . so why retain anything!

    😛

    And I thought I was borderline draconian.

    Draconian, this is bleeding edge!



  • I set up multiple archive policies and let the user do what they want, if they want. Nobody has reached the max capacity yet, and if they do, it only effects them.

    We try to push for good user email organizational habits.

    If they fail and it causes outlook issues, then we suggest they archive old stuff.


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