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E-Mail Backup/Archive Duration

By bwilbur ·
Currently we perform a full back-up on our Microsoft Exchange server on a daily basis. However, the Monday-Thursday tapes are overwritten every week. The Friday tapes are kept for one month and then overwritten. I am concerned that one month is not a sufficient archive period for e-mail data. What happens if we needed to retreive e-mail messages for a lawsuit? I am curious what other peoples e-mail backup/archive strategy is at the current time.

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E-Mail Backup/Archive Duration

by McKayTech In reply to E-Mail Backup/Archive Dur ...

I did a survey recently and found everything from 7 days to "forever". On the brief end, some organizations say that anything of lasting importance must be archived outside the e-mail system (hard copy or whatever) and that e-mail will only be protected for 7 days. More common protection intervals were 30 days and 6 months but at the far end were organizations with perpetual or 7 year intervals.

As far as the lawsuit situation, you need to work closely with an attorney to write a records retention policy, but generally, if you have a policy and you enforce it consistently and without regard to subject matter, you cannot be penalized for failing to produce materials that have been removed from your system in compliance with that policy. Where companies seem to have the most risk is if they can produce some records but not others, because the presumption will be that they are only producing those records that make them look good. And that is a big, big no-no.

In addition to your backup tapes, you also need to look at the issue of how much accumulation you allow within each person's mailbox. Even if you overwrite the tapes every 30 days, you may have information that is much, much older than that if you have people that keep every e-mail ever sent or received.

paul

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E-Mail Backup/Archive Duration

by bwilbur In reply to E-Mail Backup/Archive Dur ...

The question was auto-closed by TechRepublic

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E-Mail Backup/Archive Duration

by Jabulani In reply to E-Mail Backup/Archive Dur ...

To extend this strategy, you could consider archiving one Friday tape per month for an extended period say 12 to 36 Month. A lot of organisations do this.

This would give you a much wider coverage but of course you are extending your tape poolso additional admin and additional cost though minimal for the risk involved.

I would say, If you are concerned enough then do it.

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E-Mail Backup/Archive Duration

by bwilbur In reply to E-Mail Backup/Archive Dur ...

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by bwilbur In reply to E-Mail Backup/Archive Dur ...

This question was auto closed due to inactivity

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