How Long Should You Retain Email?


If you Google this question, you will find some very thoughtful responses. As for me, I try to determine the value of each email immediately after having read it, deciding whether to delete or keep it. At the end of the day, I like to focus on the emails that came in that day and give it one more quick review. My goal is to get down to 8-12 retained emails per day. Thanks to the email archiving solution that we use in our company and offer to our eNCompass managed service clients, I don’t have to fret over my inbox anymore.

Recently, a new client informed me that a suit was filed against them and that they needed to recover an email which pertained to a specific customer and subject. Unfortunately, their previous IT provider didn’t provide them with a message archiving solution. Email archiving gives you the best of both worlds; it allows you to keep your inbox and folders clean of extraneous emails while retaining whatever you deleted for up to 99 years. When your email account only contains mail that you feel is critical, your email system functions faster and more efficiently (you may notice this during login when your email service provider loads your inbox). The peace of mind that comes with knowing that you can recover any email ever sent to or received by anyone in your organization is incredibly relieving. It’s one less thing that you have to think about as you endeavor to keep your email system organized and cleared of clutter.

Ask your IT provider if you have email archiving services available. If not, you may want to check out the other services that your managed service plan includes. If you have any questions about email archiving or the specifics of a comprehensive managed service plan, please call our team of expert technicians.

Authored by Donald Nokes