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Policy Management Overview

It is an accepted fact that corporate e-mail includes business records or in certain circumstances, controlled records. CR’s are usually records with privileged information such as social insurance numbers, loan numbers, credit card numbers etc.. An e-mail retention policy informs employees what e-mail needs to be archived and for how long.

As much as 75 per cent of a company’s intellectual property is housed within its messaging system. And a recent study by Osterman Research found that the majority of us don’t want to reinvent the wheel every time we’re working on a new message – more than 90 per cent of e-mail users refer to old e-mail when composing new e-mail. An archive offers a company access to a rich repository of corporate knowledge through an easy-to-use search interface.

Your policy for how e-mail and IM will be used and retained by your company should be developed with input from across the organization. Give IT, legal, HR, compliance, customer relations, and administrative departments a seat at the policy planning table – and make sure international divisions of the company have a voice, too.