The answer is different for every business, but the specialists at Cryoserver can help you work out exactly how long is right for your business.
Deciding the right duration for your business
The type of information your business deals with day to day will be the deciding factor. For example your company is obliged to keep all information relevant for VAT purposes for as long as six years. That means that any emails dealing with VAT must be kept for that period as a minimum. Of course financial records aren’t the only pieces of information subject to these kinds of laws. Even emails that contain information about such regular matters as sickness records or maternity pay are required to be kept for three years.
Many of our customers find that because of these legal provisions, which can often include matters as routine as information on pension schemes, it is safest to keep emails for around seven years. This gives your company a year on top of the common six year minimum retention period, just In case.
In some cases seven years is still not long enough, however. For example Emails relating to Shareholder’s meetings and the decisions, resolutions and members require a ten year retention period thanks to the Companies Act of 2006.
Data protection you have to consider
The legislation doesn’t simply deal with periods of time, it also has other important aspects. If your organisation collects personal information, then you are expected to keep it secure and accessible. On that note, the Data Protection Act 1998 deals with just that – the security of the information you’re keeping. Flawed systems of management will not keep emails and the information inside them properly secure. Cryoserver keeps a forensic copy of the emails it archives on a separate UK based server… but more on that later.
Problems with high volume Email archiving
Of course when you begin to save emails for these kinds of long periods folders can become clogged, mail servers can become slow and in the event you actually need to track back a few years to find the relevant email, it can be almost impossible. These are problems that will only become more serious as the quantity of email continues to grow.
A common technique that we found users attempting was the creation of PST files. Apart from being famously unreliable PST files cause a whole range of problems for staff at the companies using them. PST files will typically be saved on hard drives within an employee’s laptop, which means sensitive information in hard copy, likely to leave your control and a potential data leak that could cost your organisation either in reputation or finances.
Access to emails and the sensitive information that builds up in your email archive poses a few problems. Not only will your business have to protect against attacks from outside the company, but it will also have to ensure that the people within the company who have access to the store are properly authorised to do so. Security issues come thick and fast with many email archiving systems, but not Cryoserver.
The solution to Email archiving problems
Cryoserver stands alone amongst its competitors in neutralising all of these problems. The lightning fast intuitive search system allows for easy navigation of your backed up emails, regardless how many you might have. Employees in all departments find it easy to use the search system with no training at all and can put together extremely specific searches with a great deal of ease. As for crammed mail servers and slow backup processes, Cryoserver can tackle them with ease thanks to its impressive compression and excellent encryption levels.
So rather than asking yourself: “How long should I keep my emails for?” it might be more sensible to ask “How should I keep my emails?” and of course the only sensible answer is a Cryoserver solution.Back to FAQs