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Email Retention A Workshop on Email Retention Policies:The risks, possible approaches and implementation issues Introduction Most inter and intrabusiness communication takes place by email. The bases

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How to fill out email retention - reed:

1. Start by accessing your email retention policy, which should outline the guidelines and requirements for retaining emails.
2. Review the policy carefully to understand the specific time periods for retaining emails and any exceptions or special instructions.
3. Identify the emails that are subject to the retention policy. This may include all emails, specific categories of emails, or emails that meet certain criteria.
4. Determine the appropriate retention period for each type of email. Some emails may need to be retained for a few months, while others may need to be kept for several years.
5. Create a system for organizing and storing emails that need to be retained. This could involve creating folders or tags within your email client or using an email archiving solution.
6. Train your team members on the email retention policy and ensure they understand their responsibilities for following the policy.
7. Regularly review and update your email retention process to ensure it remains compliant with any changes in regulations or industry standards.
8. Periodically audit your email retention system to verify that emails are being retained correctly and to identify any areas for improvement.

Who needs email retention - reed:

1. Organizations that are subject to legal or regulatory requirements related to record keeping, such as those in the financial, healthcare, or legal sectors.
2. Businesses that want to protect themselves in case of legal disputes or investigations by retaining emails that may be relevant as evidence.
3. Companies that value efficient information management and want to be able to easily access past communications for reference or analysis.
4. Individuals who want to maintain a personal record of their email correspondence for personal or professional purposes.
5. Any organization or individual that wants to ensure compliance with internal policies or industry best practices regarding data retention.

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