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Law mandating storing of emails

If you reversed the process and got executives to sign off on a solution that got vetoed by legal and sent back to the executive team for a second round of “ask,” I think you know that no one would be happy.Given all the different constraints your organization faces and all the different ways your interactions with your legal and executive team could go, it would be impossible for me to predict what any company’s email retention policy would be.

Today, I’ll be covering five practices often used by effective professionals and managers.

Your email retention policy should begin by listing the various regulations your company is subject to and the relevant document retention requirements involved with each regulation.

email” terminology through with your legal team before you finalize your policy.

A good written policy (again, including the UW template) always contains these sections: Good written policies omit areas that you won’t or can’t support, especially types of segmentation you will not be able to determine or support.

If accusations were leveled at your firm regarding alleged shady accounting practices, could you defend your information processes and their reliability?

Questions such as those above are important now that global government regulations are increasingly making firms responsible for the accuracy and trustworthiness of their information.This puts you (as IT) in the rational middle and gives your policy a good chance of making it through the negotiations relatively unscathed.The final reason you want to include legal early is that their calls may force you to reprice the options you laid out before you talked to them, and may cause you to take some options off the table.Shorter email retention policies help avoid these problems and are cheaper to implement, but they have their own significant disadvantages as well.First, short policies tend to annoy long-term employees and often executives, who rely on old email chains to recollect past decisions and the context in which they were made.If you haven’t seen a full retention policy yet, please take the time to search the web for a few, such as this template from the University of Wisconsin Note that many “email retention policy” documents (including the UW template) cover much more than email!In general, this is OK because a “document policy” gives you what you need to implement an “email policy”, but you’ll want to make a point of talking the “document vs.Second, short policies may violate federal, state, local and/or industry regulations that require certain types of information to be retained for a minimum period of time – often years!Obviously, you must balance these factors and others when you develop your own email retention policy, but there are a number of best practices that can help you draft and get support for a solid email retention policy.With that in mind, it often pays to segment different types or uses of email into different retention periods to avoid subjecting your entire online email store to the maximum email retention period.Segmentation by type of content looks something like this: Draft a Real Policy…But Don’t Include What You Won’t Enforce A written policy, approved by legal counsel and senior management, will give you the requirements and authority to implement all the IT, security and process controls you need.

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