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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
v: 415.369.5365
f: 415.369.5369
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Hi Scott, We are about six months ahead of you. We established two policies – eMail Archive Policy and eDiscovery Policy. Instead of limiting email space, we are going to limit email duration. In-other-words, we will limit the duration of how long an email is retained instead of limiting how much space we give. This is obviously going to drastically increase storage space. God bless, Sam Young Chief Information Officer Point Loma Nazarene University Individualization ~ Achiever ~ Learner ~ Belief ~ Activator From: Scott Ciliberti > Reply-To: EDUCAUSE Listserv > Date: Thu, 19 Jan 2012 12:39:12 -0800 To: EDUCAUSE Listserv > Subject: [CIO] 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! [cid:LRNXGYOWLIPL.IMAGE_7.jpg] Scott Ciliberti, Chief Information Officer Enterprise Technology Services 536 Mission Street, Room P-49 San Francisco, CA 94105 v: 415.369.5365 f: 415.369.5369 http://www.ggu.edu ********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.
Message from ppettit@mail.millikin.edu

We have Groupwise but will be making the leap to Office 365 in May.  We have always had a policy for students that retains email for 90 days and then automatically deletes from all folders.  For certain employees such as President, VPs, and some directors, we retain email forever and they have used it as a filing cabinet.  All other employees retain email for 180 days and then the system automatically deletes everything from all folders.  They have the option to self archive any emails.  We decided to create the policy that we do not automatically archive everything for discovery purposes, which allows us to say we just do not have the ability to recover emails after the 180 days.
With the adoption of Office 365 and Outlook in the cloud, we will change the policy to read that everyone has 25 gig of space in the cloud to retain emails and they are in control of what they keep and what they delete with the limitation only being storage space.  We will be converting all emails, contacts, and calendar items from Groupwise over to Outlook with 2 gig being the largest email account to convert.  So, with 25 gig of space in the future, everyone should be able to keep everything!
Pat


 
 
Pat Pettit, Director of Information Technology, Millikin University
1184 W. Main Street
Decatur, IL 62522
217-362-6488
 


CONFIDENTIALITY NOTICE: This message along with any included attachments may contain information that is confidential and privileged. Unless you are the addressee (or authorized to receive for the addressee,) you may not use, copy, or disclose to anyone any information contained in this message. If you have received this message in error, please notify the sender and immediately delete the message and any attachments. Thank you for your cooperation.
>>> Scott Ciliberti <sciliberti@GGU.EDU> 1/19/2012 2:39 PM >>>
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
v: 415.369.5365
f: 415.369.5369
********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

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