I got to spend lunch today at a local ILTA meeting, watching a presentation about email archiving technology. The presentation was pretty informative, if not a bit long, but the part that really had me shaking my head was when the presenter talked about the technology having the ability to archive everything directly from the Exchange server, and then not be deleted unless by an Admin, usually someone in IT.
Excuse me, what?
I get the concept that we need to treat email like other business records, but not all of our email would be considered a business record. In fact, most of it is crap. Email list postings, newsletters, personal emails etc. There’s a whole lot of stuff that, if I’m an email administrator, I don’t want to keep. I don’t want to have to search through all of that junk if it comes time to do some e-discovery, I don’t want to pay for all the extra storage, etc. I just want that stuff gone.
I also don’t want to pay for someone in IT to sit and decide what is a business record and what isn’t on all the email that comes into a server. No offense to the IT folks, but really, are you the most qualified person in your organization when it comes to knowing what needs to be kept and what doesn’t? I actually hope you aren’t, because that says bad things about your users. 🙂
They should be the one’s who decide what is a business record and what isn’t. We shouldn’t have to “keep everything, forever”, just in case they can’t or won’t do that properly.
Seriously, there’s got to be a better way, but everything I’ve looked at is just as much of a mess as the next option. It’s not a pretty picture.