We’ve all become so accustomed to using email in our daily personal and working lives that we really don’t give a whole lot of thought to it. It’s the fastest way to communicate with others in the course of the day, and the emails we send and receive – in general – never see the light of day again once they’ve been read.
People have different opinions when it comes to the maintenance of their inbox. Some delete messages immediately, while others have never deleted a single thing. Somewhere between these two extremes lies the average user, who periodically takes inventory of their email and cleans out their folders. And data backups record everything.
Amidst the thousands of emails that circulate through a company, relevant information can be found. Reference material, contracts, personnel issues, and proprietary information mingle with meeting requests, off-topic messages, and company news, making for a sizeable amount of data. Sifting through this mass of messages to separate the wheat from the chaff, as it were, is the reason many businesses have an email retention policy in place.
What factors should I consider to decide how long the e-mail must be stored? Is there any way to measure the duration? I mean, we can't just set 3 years as the duration without having a statistical reason. So what do you think is the best duration and WHY? Why 3 years for example.