Do you need to retain emails sent and received in Microsoft 365 for compliance purposes? Can you do that with Microsoft 365 or do you need a 3rd party tool?
That is the topic for today’s video.
Why do you need to retain emails?
What happens if you’re a business that needs to keep data for a certain length of time? The most likely reason for this is compliance.
From Sarbanes Oxley to HIPPA and also different sectors that need to keep data for a certain length of time.
Here in the UK, Law Firms, Accountants, and businesses in the financial services industry are all required to keep data for a certain length of time
But even taking away compliance – I think email retention is generally a good business practice. Email is such an important part of our business communication. Why wouldn’t you want to have some kind of retention policy in place? You might need it for customer service or sales.
Isn’t email kept in people’s mailboxes?
You might be sat there thinking – “I already keep most of my email in my mailbox anyway?”
If you run a business, you might have a team of people working for you, how do you know that email is not getting deleted by your team? Now this might be by accident – someone clearing out old emails that they think aren’t required anymore or, it might be maliciously.
We have seen time and time again people who leave a company deleting all of their emails before they go.
What if down the line you need to get a copy of a very important email from weeks or even years ago – how can you verify that the email is still within your technology system?
There is also the other side of the email retention argument. Some businesses decide that data older than a certain timeframe shouldn’t be kept at all and should be automatically deleted.
Well, the answer to this problem is called email retention or email archiving. It is something technical you can put in place which means that your business retains or archives its data even if users try to delete it.
#microsoft365 #compliance #email
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00:00 Introduction
01:10 What Happens?
02:11 Why should you do it?
03:00 Email Retention Policy
04:10 Setting It Up
08:18 Outro
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