Long and short of it is that my client doesn't have a data retention policy. The mail system is due to come to a halt some time next week because the mail log is growing too big. I am therfore drafting a mail to the IT manager and the compliance officer as follows:
"Gents,
The e-mail system currently maintains a log of all incoming and outgoing email. The database is growing too big and if left will mean the mail system will grind to a halt some time next week.
The question remains as to what to do with this information - does xxxxx have any requirement to maintian such logs and if so for what period of time - for example to provide the ability to prove or disprove that an e-mail had been sent or recevied.
xxx should understand that there should be no assumption that any official records of electronic communication are being maintained as the policy on retenetion of such information is yet to be defined - that is to say, any backups being taken are sufficient solely for the purposes required by the IT department i.e. for technical reasons."
Am I asking the right quesitons? Is it a bit too "bull in a china shop"? The people this is goign to are not that savvy when it comes to corporate obligations to maintain records - in fact anything IT related.
Is there a better approach I could use? I can't guess what they want me to do! I am but a contractor...
"Gents,
The e-mail system currently maintains a log of all incoming and outgoing email. The database is growing too big and if left will mean the mail system will grind to a halt some time next week.
The question remains as to what to do with this information - does xxxxx have any requirement to maintian such logs and if so for what period of time - for example to provide the ability to prove or disprove that an e-mail had been sent or recevied.
xxx should understand that there should be no assumption that any official records of electronic communication are being maintained as the policy on retenetion of such information is yet to be defined - that is to say, any backups being taken are sufficient solely for the purposes required by the IT department i.e. for technical reasons."
Am I asking the right quesitons? Is it a bit too "bull in a china shop"? The people this is goign to are not that savvy when it comes to corporate obligations to maintain records - in fact anything IT related.
Is there a better approach I could use? I can't guess what they want me to do! I am but a contractor...
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