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Implementing an Email Retention Policy
We currently have no policy around email retention and we are at the beginning of reaching our storage limitations.
I've done a lot of online searching for retention policies at other universities and found that most policies place responsibility on the user to decide which email should be kept for regulatory and legal purposes respective to their job function and what they should delete. I'd like to move in this direction as well since it will take the burden off of IT to keep up with the changing retention requirements of each business unit. I have some questions for those who have implemented such a policy:
1. What creative methods did you use to change the user culture from "I need to keep everything" or "It's not in my job description to keep or delete email" to one where managing the Inbox becomes a routine part of an employee's responsibility and there is a clear understanding of why it needs to be done.
2. What methods do you support for those who need to retain email for regulatory/legal reasons? I'll note here that we use Novell GroupWise for email and GWAVA Retain for archiving. Right now, Retain saves everything each day in a person's email account, including the Deleted folder and user-created folders. There is probably a better way to configure what Retain archives and we are not aware of it.
3. What other things have you done to curtail the explosion of email storage on your campus?
Thanks for your help!
Scott Ciliberti, Chief Information Officer
Enterprise Technology Services
536 Mission Street, Room P-49
San Francisco, CA 94105