Well, I'm catching up, because I apparently overlooked William Robbins' email question. My statement was I would tell "it" (i.e. Outlook) to move everything over whatever time period to an "archive" PST and then delete that PST once a month or whatever through a batchfile or whatever.... Obviously I don't have all the answers.
As for Bill Humphries' question of why would we even HAVE a retention policy, it seems to me that it makes good business sense to not have too much data available in the (hopefully unlikely) event that we get sued over something. Knowing our litigious society, it seems like everyone gets sued over SOMETHING eventually. (Note: slight exaggeration for emphasis/effect.) From: Bill Humphries [mailto:[email protected]] Sent: Tuesday, September 21, 2010 2:28 PM To: NT System Admin Issues Subject: Re: Email retention My question would be, if you are in a small business, privately owned company environment that doesn't host its own email, why would you get lawyers involved and have a retention policy? It is one thing to develop policies if you have granular control over your email environment, but if you just have some people POPing their email to local PST files from some third-party hosted email system, actually enforcing a retention policy that would stand up to judicial review is quite tenuous. If I was in that environment, my policy would be we have no policy, and if for some reason your small business gets a discovery request, you can provide what you have. I don't want some judge threatening someone with contempt if the company policy states that we maintain email for 90 days, but I can't find a PST lurking somewhere or an employee loses a laptop that had the only recent PST on it. Bill William Robbins wrote: What "it" are you going to tell exactly? Even if you set their client to do so, what's to keep the user from keeping their "archives" elsewhere? I guess the short of where I'm going is that PST is a very myopic answer that will lead to a very obvious failure to comply. - WJR On Tue, Sep 21, 2010 at 11:25, John Aldrich <[email protected]> wrote: That's a good question... maybe tell it to auto-archive anything over a certain time and then once a month manually delete the archive PST? :-) From: William Robbins [mailto:[email protected]] Sent: Tuesday, September 21, 2010 12:08 PM To: NT System Admin Issues Subject: Re: Email retention So how do you plan to enforce a policy for individual PST's? - WJR On Tue, Sep 21, 2010 at 10:28, John Aldrich <[email protected]> wrote: That's what I'm dealing with here... a bunch of individual PST files on everyone's PCs. Which is what got me to thinking about needing a formal retention policy. From: Roger Wright [mailto:[email protected]] Sent: Tuesday, September 21, 2010 10:36 AM To: NT System Admin Issues Subject: Re: Email retention I'm working for a private firm with no formal retention policy. Plus, due to limited server storage we have to function with PST files. The big problem is that these all become searchable when lawyers require "all documentation." What a pain! A mail archiving system would be a Godsend but the executives have nixed the proposals so far. Roger Wright ___ When it's GOOD there ain't nothin' like it, and when it's BAD there ain't nothin' like it! On Tue, Sep 21, 2010 at 10:29 AM, John Aldrich <[email protected]> wrote: Thanks. I'll advise my boss that we should seek legal guidance on that. :-) From: Raper, Jonathan - Eagle [mailto:[email protected]] Sent: Tuesday, September 21, 2010 10:24 AM To: NT System Admin Issues Subject: RE: Email retention IANAL, however, I believe the sticking point may be (for private firms, anyway) that if you ever find yourself in litigation, the lawyers will ask what your formal retention policy is If they find you on either side of that retention policy, you could be up a creek, because then they either blast you for not adhering to corporate policy, or they say, Well, since you have emails that are 120 days old, even though your policy dictates 90 days, then you must certainly have more so, give us EVERYTHING. If it were up to me, (HA!) I would get corporate counsel to give me a guideline, formalize it as corporate policy, and stick to it. Jonathan L. Raper, A+, MCSA, MCSE Technology Coordinator Eagle Physicians & Associates, PA [email protected] www.eaglemds.com ________________________________________ From: Don Guyer [mailto:[email protected]] Sent: Tuesday, September 21, 2010 10:16 AM To: NT System Admin Issues Subject: RE: Email retention I believe we keep 6 months on tape, latest 2 weeks on SAN. Don Guyer Systems Engineer - Information Services Prudential, Fox & Roach/Trident Group 431 W. Lancaster Avenue Devon, PA 19333 Direct: (610) 993-3299 Fax: (610) 650-5306 [email protected] From: Jeff Brown [mailto:[email protected]] Sent: Tuesday, September 21, 2010 10:14 AM To: NT System Admin Issues Subject: Re: Email retention Our owner wanted 30 days to be standard retention policy for email. Lawyers said 90. We keep everything 90 days. On Tue, Sep 21, 2010 at 9:09 AM, Jonathan Link <[email protected]> wrote: There is no standard, it's determined by business requriements and regulatory requirements for your industry. SOX rules are for publicly traded companies, so you're asking contradictory questions. On Tue, Sep 21, 2010 at 10:04 AM, John Aldrich <[email protected]> wrote: What's the standard for email retention for companies which are NOT publicly traded? What's the SOX rules on email retention? I just helped one of our managers open some Outlook data files dating back to 2007 which got me thinking about the wisdom of retaining information that long and I wasn't sure what the "norm" is for retaining that info. Thanks... 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