Network Reducing Email Storage
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Network Reducing Email Storage

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The Kettering Health Network Email Retention Policy is changing effective January 1, 2017. To increase security and safety of our patients and employees, the new policy will reduce the amount of time emails are stored from seven years to 18 months. In order to prepare for this change, starting in July 2016, one year of email retention will be reduced at the end of every month, hitting the goal of 18 months of storage by December (see timeline below).

What is being affected?

Starting in 2017, all email messages will be retained on a rolling 18-month period. After 18 months, an email will be automatically be deleted. The email archive storage will also be reduced along with the emails in 2016, and there will no longer be email archives in 2017. This affects all folder,s including your sent folder.

This will not affect your calendar items, tasks, contacts, or notes.

What information should I save?

Be purposeful in saving information. Any document that is considered to be a business record must be saved outside of the email system.

How do I save items that I need to store?

There are a number of ways to store documents or messages other than saving them in your email. Resources are available on the intranet (Learning tab > IS Training Center > Business Applications Training > Microsoft Outlook Tip Sheets & Tutorials).

What is the timeline of events related to the reduction in email retention?

  • July 31: Erase 1 year of email history (bringing down to 6 years)
  • August 31: Erase 1 year of email history (bringing down to 5 years)
  • September 30: Erase 1 year of email history (bringing down to 4 years)
  • October 31: Erase 1 year of email history (bringing down to 3 years)
  • November 30: Erase 1 year of email history (bringing down to 2 years)
  • December 31: Erase 6 months of email history (bringing down to 18 months)
  • January 1, 2017: New email retention policy goes into effect (18 month rolling history)

If you have questions about the process, contact iSupport. If you have questions about the new policy, contact Michael Berry at michael.berry@ketteringhealth.org

August 18, 2016
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