Some details on Email retention!

Emails act as a digital proof for communication and so archiving them needs to be done as per a protocol. Moreover, if email archival is not done with advanced technology, then a lot of time and resources of businesses gets wasted. Also archiving emails is absolutely necessary as a result of federal, state and industry email retention laws.

Remember, if a federal court orders electronically stored information related to any of the federal laws, and if in case, an individual/group/organization is not able to produce them, there can be dramatic consequences.

Although the federal laws on retaining electronically stored info affects every business, the states also have their own variations of these laws for every industry from medical to finance.

Most laws require specific periods of email retention ranging from three to seven years on average. However, after verifying that you have satisfied all federal retention requirements, before deleting emails, its better to consult with legal counsel about specific laws within your state and local governments as it applies to your industry and position.

Email Retention period by industry

  • All companies should retain emails for 7 years irrespective of their size and the business vertical in which they operate.
  • All federal, state and local agencies should retain emails for 3 years
  • All public companies should retain emails for 7 years
  • All banks and financial firms should retain emails for 7 years
  • Credit card and processing companies need to maintain emails for 1 year
  • In healthcare sector emails have to retained for 7 years
  • Pharmaceutical, biological products and food manufacturers need to maintain emails for 5 to 35 years
  • Security firms, investment bankers, brokers, dealers, insurance agents need to maintain emails for 7 years to lifetime
  • In telecommunication industry emails have to be maintained for 2 years.

Note 1- Although these are general guidelines, the length of time for retaining emails can vary within each industry.

Note 2- Any information in this article is not legal advice, but is meant for educational and planning purposes.

Note 3- You must consult your legal, compliance, IT and management teams to confirm the exact requirements for your position.

Thus, by mining your email for intelligence can reveal patterns that help you to better understand your business, ensure that response times are being met, and see where adjustments may be required.

With all said on email archiving and email retentions period, now comes the main issue. Where all the emails should be archived?

Let us go through it with an example. Suppose, an enterprise has an employee count of 500 out of which some of the staff are geographically separated. The only way to establish an official communication between them is through emails.

Imagine each employee sends around 5-6 emails per day to peers, clients, customers and so on. How much large the mailbox’s storage capacity should be? Moreover, when very few users access older mail regularly, it doesn’t make sense to use up top tier storage for older content that is only infrequently needed.

Therefore companies which are grappling with growing e-mail volumes can adopt StoneFly IP SAN in their data center environments. By adding a SAN appliance driven by an intelligent StoneFusion network operating system, users can get a the advantage of tiered storage, where frequently accessed emails are stored on expensive disks and emails which are hardly accessed are moved to less expensive discs for archival purposes. Data compression allows more emails storage in available capacity.

Moreover, the available raw storage capacity can be repurposed for other applications like backup, disaster recovery and for other storage capacity needs.

To more call 510.265.1616 or click StoneFly IP SAN

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