Email retention policy

An email retention policy is a set of guidelines that outlines how long emails should be kept and how they should be stored, managed, and deleted. The purpose of an email retention policy is to ensure that emails are retained for a sufficient period of time to meet legal, regulatory, and business requirements, while also minimizing storage costs and reducing the risk of data breaches.

Here are some key elements of an email retention policy:

  1. Retention period: The length of time that emails should be kept. This can vary depending on the type of email, the organization's industry, and the laws and regulations that apply.
  2. Retention categories: Emails can be categorized based on their content, such as emails related to financial transactions, customer communications, or employee communications.
  3. Storage location: Emails should be stored in a secure and accessible location, such as a cloud-based email service or an on-premises email server.
  4. Search and retrieval: Emails should be easily searchable and retrievable, using keywords, subject lines, or other search criteria.
  5. Deletion: Emails that are no longer needed or that have reached the end of their retention period should be deleted in a secure and controlled manner.
  6. Backup and archiving: Emails should be backed up regularly to prevent data loss in the event of a disaster or system failure. Archiving emails can also help to reduce storage costs and improve search and retrieval capabilities.
  7. Access and security: Emails should be protected from unauthorized access, using measures such as passwords, encryption, and access controls.
  8. Compliance: The email retention policy should be compliant with relevant laws and regulations, such as the General Data Protection Regulation (GDPR), the Health Insurance Portability and Accountability Act (HIPAA), and the Sarbanes-Oxley Act.

Here are some common retention periods for different types of emails:

It's important to note that these are general guidelines, and the retention period for emails may vary depending on the specific needs and requirements of your organization.