In: Computer Science
XYZ Corporation’s Email-Retention Policy
Due to new laws and compliance, XYZ Corporation has implemented a corporate-wide email-retention policy. This policy defines archiving expectations for users of the corporate email system. This policy is owned and updated by the Information Technology Security Director.
As stated, all email communications on XYZ Corporation’s email and messaging systems are subject to review. This review can occur for regulatory reasons as well as unlawful use. All users are subject to this policy and should follow the guidelines described below:
All email communications should be retained for a minimum of 6 months within the email system. At this time, users should archive their email using a personal archive saved on their network home folder. This will reduce the amount of storage within the email system.
Once archived, emails must be saved for a minimum of 5 years.
Annually, users must review their personal archives and delete emails not required for retention over 5 years.
Users not abiding by this policy will be subject to disciplinary action, up to and including termination.
If you have any questions regarding this policy, please email [email protected].
Explain 3 items that you believe are incorrect with this policy and why. Then, explain what you would do to make the policy better
Problem with the current policy :
1.Retention of the email for the 6 months limit should not be their because most of the there are many emails that do not have much of use and uses up the space in the system and will only create the space problem in the system. We should remove the minimum retention time for the 6 months from the system.
2.Saving of emails for the minimum of 5 years is over exahusting limit and will only result in using up more space and cause storage constraints on the home network , so the limit of the minimum of 5 years for saving the e-mails should be removed , because most of the time in coporate their are e-mails that are for only one time use and should not be saved on the system.
3.Retention of the acrhives on the home network will cause storage problem for the users , because every user will be havig the different storage usage and storage allocation so the size of the archives and storage will differ and to incorprate the standardised storage for all user , we should be using the centralised archives retention for the minimum of 1 years on the system itself.