Educause Security Discussion mailing list archives
Re: Email Archiving
From: "Walters, Caroline (cw8de)" <cw8de () ESERVICES VIRGINIA EDU>
Date: Wed, 20 Jan 2010 11:04:07 -0500
I agree with Matt about having and following a good records retention policy and records retention and disposition schedules for all records (paper and electronic). For email - saving it all is NOT the best plan and maintaining years of back-up tapes is just asking for trouble when the discovery requests requires searching through all the tapes. Example: In a 2009 lawsuit involving as a third party The Office of Federal Housing Enterprise Oversight. The agency was held in contempt after agreeing to search all back-up tapes and then not meeting the deadline because they had so many back-up tapes and had agreed to too many search terms (400). The search resulted in the required production of 660,000 documents at a cost of $6 million to review and produce the required records (this represents 9% of their total budget). The courts did not relieve them of these costs. Keeping it all forever is not an option - managing your records/documents, destroying them according to your policy/schedule, and doing this consistently is the best protection to huge discovery costs. More information about records management (including policy and retention schedule development) can be found at ARMA International - the professional association for records managers and administrators - www.arma.org<http://www.arma.org>. If you plan to archive email - do it based upon the content of the email and only keep the email for the time required by your records retention schedule. Do not schedule email as a type of record - email is just the transmission method for information - it's the content of the information that makes the difference. If you or anyone else has questions about records management issues, I'd be happy to answer them off the list. Caroline Caroline J. Walters, MA, MLS University Records Officer/Records Management Information Security, Policy, and Records Office (ISPRO) Office of the Vice President/CIO University of Virginia, 2400 Old Ivy Rd. Box 400898, Charlottesville, VA 22904-4898 Phone: (434) 243-9162 Fax: (434) 243-9197 Email: cjwalters () virginia edu From: The EDUCAUSE Security Constituent Group Listserv [mailto:SECURITY () LISTSERV EDUCAUSE EDU] On Behalf Of Matt Arthur Sent: Wednesday, January 20, 2010 10:33 AM To: SECURITY () LISTSERV EDUCAUSE EDU Subject: Re: [SECURITY] Email Archiving Brad, Two pieces of advice: 1) Create and meticulously follow a retention policy. I don't think how long you 'retain' data is as important as how long you say you will retain it, but that is why I am sending along the second piece of advice, B) talk to your General Council and policy officer to be sure of any regulatory or legislative requirements. And if all else fails, go stay at a Holiday Inn overnight to gain expertise and knowledge. ______________________________________ Matthew K. Arthur, CISSP | Director - Incident Communications Solutions Information Services & Technology | Washington University in St. Louis Campus Box 1110, 7425 Forsyth Blvd, St. Louis, MO 63105-2161 314.935.3899 o | 314.323.9246 c | arthur () wustl edu<mailto:arthur () wustl edu> P Please consider the environment before printing This email, including attachments may include confidential and/or proprietary information, and may be used only by the person or entity to which it is addressed. If the reader of this email is not the intended recipient or his/her authorized agent, the reader is hereby notified that any dissemination, distribution or copying of this email is prohibited. If you have received this email in error, please notify the sender by replying to this message and delete this email immediately. From: The EDUCAUSE Security Constituent Group Listserv [mailto:SECURITY () LISTSERV EDUCAUSE EDU] On Behalf Of Brad Alexander Sent: Wednesday, January 20, 2010 9:21 AM To: SECURITY () LISTSERV EDUCAUSE EDU Subject: [SECURITY] Email Archiving We are installing a new email system here on campus and my question is, is it a law that we are required to have email archiving? I have been doing a little light reading of the Federal Rules of Civil Procedures and EDiscovery, but now I am more confused. I see that 17 states have adopted the rule and another eighteen states are considering it. I thought a federal rule was mandatory for all states. IS staff will never ask you for your password. Do not share your password with others. ---------------------- [cid:image001.jpg@01CA99BF.B7BFBD00]
Current thread:
- Email Archiving Brad Alexander (Jan 20)
- <Possible follow-ups>
- Re: Email Archiving Stanclift, Michael (Jan 20)
- Re: Email Archiving Brad Judy (Jan 20)
- Re: Email Archiving Matt Arthur (Jan 20)
- Re: Email Archiving Lorenz, Eva (Jan 20)
- Re: Email Archiving Walters, Caroline (cw8de) (Jan 20)
- Re: Email Archiving Drews, Jane E (Jan 20)
- Re: Email Archiving Tracy Mitrano (Jan 20)
- Re: Email Archiving j.price (Jan 22)