Email Retention Archiving Policy

This policy outlines the categories of emails and the length of time each category should be kept as well as requirements for storage.

Depending on the industry your organisation operates in, there may be regulations in place with a focus on compliance, security and proper record management.

This policy is important for several reasons:

• Compliance: It helps ensure compliance with legal and regulatory requirements regarding data retention and privacy. This is particularly important for maintaining records that may be required for audits or legal proceedings.
• Data Management: A clear policy helps manage the vast amount of email data efficiently, ensuring that important information is retained while unnecessary emails are deleted. This helps in organizing and accessing information when needed.
• Security: Proper archiving can protect sensitive information from being lost or accessed by unauthorized individuals. It ensures that emails are stored securely and can be retrieved when necessary.
• Cost Efficiency: By managing email storage effectively, your organization can reduce costs associated with data storage and backup. This is particularly important for NFPs with limited resources.
• Operational Efficiency: It streamlines the process of retrieving important emails, saving time and improving productivity. Staff can quickly find the information they need without sifting through cluttered inboxes.
• Disaster Recovery: An archiving policy ensures that emails are backed up and can be recovered in case of data loss due to technical failures or cyber-attacks.

This policy is ongoing and should be kept in mind when 'cleaning up' an email inbox.