Archiving
MHAL Guide to Email Storage Options
E-mail System
E-mail Archive
Save As...
Paper Printout
Records Management Application
What We Chose and Why
E-mail System + Backup
Training
MHAL Explore Effective Solutions for Managing Email Training Flyer
MHAL Guide to Email Storage Options
Documentation
Training
log
sign-in sheets
certificate in employee file
E-mail Retention Checklist
Ask yourself the following questions:
• Do I need to keep this message to document my
work? Is it evidence?
• Is the message string completed, or could additional
messages follow that I will want to retain?
• Are the other records about this topic/issue/case
kept in a hardcopy file or an electronic file?
• Is this a message that my co-workers are receiving
too? Am I responsible for retention or is someone
else responsible?
• Should this message be stored in a shared file? Do
my co-workers need to access it?
Policy and Plan
Employee Email Retention Policy Handout
Releasing E-mail
Finding and releasing e-mail can be time consuming and costly
E-mail can be retained in a lot of places, by a lot of people
Keep your records organized
Know who has what
Risks with keeping records too long
Wastes space
Harder to find records you need
Avoid random record purging by establishing a routine within the normal course of business