Quote:
Originally Posted by thecoalman
Again had they implemented a policy of not purging the emails from the server before backing up and keeping the tapes these emails could have easily been preserved for very little money or effort. They are more than half way there becsue they already had a backup plan in place.
Server is running out of space? Time to purge the moved emails so we'll set aside today's backup, make a copy and set both aside instead of recycling the tapes. Not ideal becsue recovery can be cumbersome, corruption of data is not fully accounted for and not easily accessible..... but it's better than nothing.
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The IRS policy was apparently that emails were not to be used to store "official" documents. All "offical" documents were to be copied and stored as paper. Early on that probably made good sense. But they should have changed over somewhere along the line. But they did not. Do big corporations actually store their spam files?
Here is an exert from the Smithsonian Document Retention & Dispositon Guidelines
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Category 3 – Records of little or no long‐term value (Examples, not all inclusive)
Retain: 0‐30 days or until no longer needed for reference
- Calendars (except for key executives)
- Copies of documents when the holder is not the official record keeper, sender, or
primary addressee
- Copies of publications or other published reference materials
- Drafts, except for mission critical documents, program and policy changes, or
original creative, artistic, and scientific works
- Informational, e.g. holiday closings, charitable drives, notifications of meetings
- Junk and SPAM mail, whether received via e‐mail, fax, or traditional mail
- Messages to/from distribution lists (e.g. ListServs)
- Personal correspondence, e‐mail, text messages, etc.
- Routine requests for information or publications and replies
- Scheduling of work assignments, work‐related trips and visits
- Suspense files or ‘to‐do’ and task lists that serve as a reminder that an action is
required or a reply expected on a given date
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I would think that the IRS has similar document classes. You basically have to do this to avoid being inundated in SPAM. That would suggest there is a sorting process at the IRS or virtually anywhere.
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