Tuesday, July 11, 2006 - Almanac Vol. 53, No. 1
Don’t Keep Email Around Too Long
It’s easy to let email accumulate in your inbox for years. But keeping email around too long may put you at risk for several reasons:
- You may go over your storage quota. Computer storage space is expensive. And your local copy may be archived in computer backup systems, taking even more space! When you delete email, make sure it is deleted everywhere. If you are unsure where copies of your email might reside, check with your Local Support Provider.
- Enormous mailboxes are more likely to become corrupted than lean ones on some email clients. This may lead to data loss.
- Large mailboxes may slow down searches when you’re looking for recent mail.
Be sure to delete email routinely in accordance with University Archives and Records’ records retention schedule (www.archives.upenn.edu/urc/recrdret/entry.html). However, be aware that upon service of legal process (subpoena, summons, or the like), the record retention schedule must be suspended and records related to the legal process must not be destroyed.