What Is Email Retention?


Author: Artie
Published: 21 Nov 2021

Email Retention Policies

Email retention is the retention of email records in an organization based on the policies of the organization. The email retention policy is made in compliance with policies. Email retention and the policies surrounding it are required in an organization for legal concerns, regulations and knowledge management.

Email retention policies help an organization. It ensures that all regulatory compliance is followed and that it reduces the cost of noncompliance and the risk of sanctions. It improves the performance of IT without increasing costs.

Profit Maximization by Email Marketing

With a 5% increase in customer retention, profits can grow as much as a 95%. Around 65% of your profits come from existing customers. Retention emails are a major part of your email marketing strategy. They help remind customers of their value, drive sales, and maintain profit margin.

A Systematic Approach to Email Management

As email has become a necessity for all aspects of the professional world, businesses have begun to mandating email retention policies as a way of ensuring legal protection and company efficiency. A proper enterprise resource planning system is a necessity for any modern business because of the risk of financial retribution for poorly maintained email cataloging and archives.

Electronic mail and messaging services are used to transmit information. Email is not a university record series for which a schedule exists. The content of electronic messages may be subject to the university's information retention and disposition policies.

In addition, electronic messages stored on university information resources are subject to discovery and can be used as evidence in a litigation. The law requires the university to preserve all documents and records that pertain to the issues when litigation is pending or threatened. The University Legal Counsel must issue a litigation hold directive to the legal custodians of the documents.

Mail and accounts of separated employees that have been placed on litigation hold status must be kept up to date. Employees who have received a litigation hold directive are not allowed to alter or remove electronic records that fall within the hold. Employees are required to provide access to or copies of any electronic records that they have downloaded or saved, or moved to some other storage account or device, including archived copies in paper form.

An Effective Email Retention Policy for Business

Email archiving solutions are used to ensure that emails are retained in accordance with legal requirements. There are other measures that need to be taken to keep email records compliant. Email retention is a key policy.

It can be more difficult to define how long your company will keep email communication. Different departments will advocate for different retention windows. There are positives and negatives to having a longer retention policy, the main pros being business continuity and the fact that executives rely on old email chains to remember past decisions.

The longer the policy is, the bigger the risk that sensitive information will be exposed through unauthorized access or a security breach. If your policy is designed in such a way that your general correspondence is retained for 5 years, administrative and HR for 7 years, and then CEO correspondence, invoices and sales records are kept for 10 years or forever, then you can do it. The retention problem is that important emails could be deleted.

Your email archive system can help you implement strict guidelines regarding the deletion of business email. Emails that are matched to a policy will be retained by your email archive software, as long as you specify. Updating a policy or rule888-607-ly after setting up a new one888-607-ly is the only thing you need to do in order to reflect the new laws, regulations and best practices.

You need to make sure your employees are aware of the email retention policy once it's in place. The staff handbook for new hires should include the retention policy. It is advisable to review the policy every once in a while.

Deleted Items in Office365

If you accidentally or intentionally remove the data items from Office365, they will retain them. Due to the threat of network breeches, mailboxes in the office365 program can be lost easily. Every business organization has to deal with its increasing amounts of data every single day.

When you remove email messages from the Office 365 account, they are moved into the deleted items folder. You can either keep the email messages in the deleted items folder or define that Outlook Web Apps empties the folder whenever you log out. The emails are marked as deleted until you remove them on your own.

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