Software

General discussion

Locked

IT Debate: E-mail retention policies

By debate ·
According to Gartner, the e-mail retention policy of an enterprise must be consistent with its policy on paper documents as well as with its culture. Does your organization have a formal e-mail policy? If not, has your organization or coworkers suffered any negative consequences from the lack of an e-mail policy? If you do have rules, tell us what?s been working. You can read the related Gartner article, which will be posted 3 A.M. Wednesday, at http://www.techrepublic.com/article.jhtml?id=r00620010110ggp01.htm

This conversation is currently closed to new comments.

Thread display: Collapse - | Expand +

All Comments

Collapse -

IT Debate: E-mail retention policies

by Timotheus In reply to IT Debate: E-mail retenti ...

To smithji:

I will humbly allow myself to disagree with you.

"A simple effective solution to the examples of non-compliance you cite is to educate. Explain the business reasons for document deletion after a period time." - what about the factthat some particular user has different BUSINESS-related reasons that allow him to justify storing really old message somewhere on his system?

"And if some individuals are still non-compliant, correct them." - how? By manually deleting all they managed to pack? What if they are successful businessmen despite the fact that they are sloppy e-mail users? We have been trying to impose different rules on employees (related to PC usage) and found a really interesting pattern. For example, if Internet browsing is not limited, the overall productivity is not higher than when it is limited only to business sites or disabled completely. The employees that are really devoted to work do not waste time entertaining themselves, even if they have unlimited capabilities to do so (multimedia-enabled PCs, broadband connection to the web and so on). Those who do waste time on games and on-line entertainment find other ways of mishandling corporate property and assets when strict Internet rules are imposed.

As my management is not paying same wages to both of the above described groups of staff members, I cannot impose one policy on e-mail, though it IS definitely a corporate asset - but is still pretty much personal, as the messages come addressed to the employees of the corporation, NOT to the corporation in general. I do not see an urgent need to break the habits of my co-workers and have no desire to turn into a ?big evil brother? instead of being regarded and treated as a business supporter. Besides I did not see any improvement when I was taking steps in that direction? why should I impose something like the discussed policy, just because it should be done?

Collapse -

IT Debate: E-mail retention policies

by debate In reply to IT Debate: E-mail retenti ...

Your answer was featured in our IT Debate TechMail. To receive your free subscription to the IT Debate TechMail, sign up at http://www.techrepublic.com/techmails.jhtml

Collapse -

IT Debate: E-mail retention policies

by plantogo2000 In reply to IT Debate: E-mail retenti ...

Email is prolific because of simplicity and convenience and is the one mechanism that can be blamed for transforming ?Arpanet? to become the World Wide Web. Rather than tell you directly what to do and what not to do, you are provided with a number of sources to make your own determination about how to deal with this information management dilemma.

The best strategy is prevention and an effective policy is the ticket. An Internet search shows there are a number of organizations and companiesthat are developing, implementing and maintaining an email policy. The following web sites provide information needed to become an expert.

Starting with the IEEE ELECTRONIC MAIL POLICY, http://eleccomm.ieee.org/email-policy.shtml, this organization does ?encourage the appropriate use of electronic mail (e-mail) at the IEEE while providing flexibility and appropriate control?. This document includes the IEEE Electronic Mail Policy, procedures for implementing the policy, acceptable use practices http://eleccomm.ieee.org/email-aup.shtml, and network etiquette http://eleccomm.ieee.org/email-netiquette.shtml.? And, check out http://www.ieee.org/eleccomm for alias maintenance and to cover the spammer world check out http://socrates.berkeley.edu:7015/email produced by UC Berkeley. One of the best urls can be gained from UCLA email policy http://www.adminvc.ucla.edu/appm/public/355.html. As a final note check out:
http://www.cli.org/emailpolicy/top.html Company email policy, Electronic Mail Policy and Procedures, Principles, Policies, User Responsibilities, and, Information Technology Services (ITS) Operational Procedures http://www.colby.edu/info.tech/policies/email.policy.html and last but not least (bears your careful review) Nexor Industry Corporate Email ? an asset or liability?
http://www.nexor.com/papers/email-asset.htm.

Collapse -

IT Debate: E-mail retention policies

by debate In reply to IT Debate: E-mail retenti ...

Poster rated this answer

Collapse -

IT Debate: E-mail retention policies

by rw_jaa In reply to IT Debate: E-mail retenti ...

Our ploicy regarding emails does differ from our one on paper or paper trails. While important information on paper we try to keep for certain period of time, the same can not be said for emails. We do extend a little trust to our employees regarding emails. They do however know and for the most part realize that is mainly for company use. We do have a few that only open their mail once a week, which tends to be more of a problem. Only on a few occasions have we really had anyone abusing the system so to speak. I think if you have a person who is abusing the system then you might want to look into saving the information, but if they are not, why take up much needed harddrive space.

Collapse -

IT Debate: E-mail retention policies

by debate In reply to IT Debate: E-mail retenti ...

Poster rated this answer

Collapse -

IT Debate: E-mail retention policies

by debate In reply to IT Debate: E-mail retenti ...

This question was closed by the author

Related Discussions

Related Forums