Definition
An email retention policy is a set of guidelines and rules that an organization creates to manage the storage archiving, and disposal of email messages within a specified timeframe.
This policy promotes compliance with legal, regulatory, and industry requirements, improving data handling and resource utilization. It also enables organizations to promote transparency, accountability, and data integrity.
ERP defines specific timeframes for storing various email types, depending on the content and significance of each message. For example, it may indicate that customer service inquiry emails should be retained for a shorter period while financial record emails should be preserved longer.
Furthermore, the policy has vital email aspects such as encryption, backups, and access control.
Key Factors to Consider When Developing an Email Retention Policy
- Meeting of legal and regulatory standards of the organization.
- Taking into account the specific requirements of the organization.
- Effectively explaining the policy to all the employees.
- Ensuring consistency when enforcing the policy.
- Regularly review and make essential updates or adjustments to the policy.