What is a typical email retention policy?

What is a typical email retention policy?

Email retention periods vary considerably for different data types. Most federal and state email retention laws require email data to be retained for between 3 and 7 years, although there are exceptions and certain types of data may have do be retained for much longer, even indefinitely.

How long should company emails be retained?

Even emails that contain information about everyday workplace matters, such as sickness records or maternity pay, are required to be kept for 3 years. Many businesses will find that, because of these legal provisions, it is safest to keep emails for around 7 years.

How do you write a retention policy?

How to create a record retention policy

1. Conduct an audit of your data and organize your files.
2. Determine how long you’re required to keep certain documents.
3. Explain what and who the policy covers in the scope.
4. Write the body of the policy.
5. Add an appendix to define complex terms.

How is email retention policy implemented?

Email Retention Policy: Top 6 Best Practices

1. Determine Specific Regulatory Minimums.
2. Specify classification buckets.
3. Set Retention Timelines.
4. Create Automation Guidelines.
5. Draft a Company-wide Email Retention Policy.
6. Know When to Archive.

What does Sarbanes Oxley say about email?

Regarding email retention, SOX section 802 requires that organizations retain auditing information for a minimum of seven years. This includes electronic records, which presumably encompasses email, thus enterprises are best off retaining email for at least seven years.

How do I check retention policy in Outlook?

To manage the list of retention policies that you can use:

1. Sign in to Outlook on the web.
2. At the top of the page, select Settings > View all Outlook settings.
3. Select Mail section within left hand navigational pane.
4. Select Retention policies.

How long should you keep emails for GDPR?

There is no minimum or maximum time stipulated for email retention in the GDPR, instead, the GDPR states that personal data can be kept in a form that allows an individual to be identified for no longer than necessary to achieve the purpose for which personal data were collected or processed.

What is a good data retention policy?

A good data retention policy needs to clearly define its purpose, address concerns and clarify its scope. The tricky part is that it varies for different businesses based on their specific needs. Following these best practices will help you create a data retention policy that is uniquely yours.

What is a document retention policy?

A document retention policy is also referred to as a records retention policy, records and information management policy, recordkeeping policy, or records maintenance policy. It codifies an organization’s expectations for how its data is handled, from creation to destruction. Keep documents accessible for legal needs.

How do I select retention policy in Outlook?

In the Navigation Pane, click to highlight the mail folder that needs to be changed. 2. From the Folder Tab click Policy Page 4 3. From the Folder Policy list, set your desired retention policy then click OK.

How do I set up an archive policy in Outlook?

In the folder pane, right-click the message or folder for which you want to apply a policy and select Assign policy. Select the archive or retention policy you want to assign to the message or folder.