How important it is to have an email retention policy?
How do you archive emails?
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If you deal with any vendors, customers, or anyone within the company VERY IMPORTANT.
If there ever was a case where a lawsuit occurred and a warrant was issued to you requiring all legal evidence of communication between you and said customer/vendor/employee, then you are required to produce it.
However there should be a corporate policy that states you only need to retain email for X number of months in your Inbox. Hopefully your IT person is backing up your Exchange or Domino server on a weekly and/or monthly basis and keeping them for at least 2-5 years.
Email archiving is one of the first steps to a successful email management program. Administrators can maintain an archive of all the company’s email correspondence which will be easily searchable and recoverable, and therefore reduce the dependence on PST files that can easily get corrupted and are not secure backups of email data.
Moreover, in order to comply with eDiscovery requests, email archiving is a must, whilst being able to access archived emails and corporate data in a matter of seconds can help realize a return on investment and therefore boost the company’s productivity.
Apart from the legal benefits that an email management policy presents, it is also important when dealing with inter-company issues such as harassment or dismissal charges, where critical information may have been recorded via email.