Re: Email Retention Policy

In-Reply-To: <1254A68F4903D411B24800508B1220E90629F6D9@solomon1.pjsc.internal>

Robert,

as has been suggested by others, as you are an investment banking firm (and 
therefore regulated) your email retention must be governed by your company's 
records retention policy. If your company doesn't have a records retention 
policy, I suggest that you alert them to the need immediately (talk to whoever 
handles compliance issues at the bank).

Now, as to how to get the users to separate it so that you can archive it - the 
answer lies in education. You're absolutely correct in saying, "getting users 
to change is next to impossible" - particularly when we expect them to somehow 
know instinctively what we want them to do, why we want them to do it, how we 
want them to do it and what will happen to them if they don't do it.

A simple education program detailing the above, coupled with sanctions (perhaps 
a reduction in performance assessment, maybe their personal emails getting 
'accidentally' deleted) will go a long way to helping your cause. But be 
careful because you're asking users to do something that's in addition to what 
they do currently. Unless you can provide them with a real benefit for doing so 
or a real sanction for not doing so then "because it's policy" won't get you a 
thing.

Good luck.

John A Blackley