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David J Steele
- Time To Archive
Time To Archive
When is it time to archive files and email? Answer: When you're done with them.
It is so easy to keep everything electronic but is that necessary? Yes, we want to preserve historical documents and photos. But do we need to save every email and corporate document? The answer should be NO for several reasons.
Every business should have an electronic retention policy. For example, Intrada recommends data, including email, to be archived after three years - and all data, including email, deleted after seven years. Not only does this policy lower the amount of data managed on the network, but it also decreases the organization's liability in the event of a compromise.
Most email services offer clients an auto archive function that moves emails to a secondary location to free up resources; most people never use it. Searches will find the email in the archives, allowing your email system to run much more efficiently.
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According to the Email Retention Laws in the United States:
- Payment Card (PCI DSS) Credit Card Payment Info - 1 Year
- Department of Defense (DOD) DOD contractors - 3 Years
- HIPAA Section 164 Medical Records - 6 Years
- Sarbanes Oxley Act (SOX) All public companies - 7 Years
- Internal Revenue Service (US IRS) Taxes - 7 Years
Personal Records Retention Guideline: Keep everyday paperwork for three years
- Monthly financial statements
- Credit card statements
- Utility records
- Employment applications (for businesses)
- Medical bills (in case of insurance disputes)
Personal Records Retention Guideline: Documents you should keep forever
- Birth certificates
- Social Security cards
- Marriage certificates
- Adoption papers
- Death certificates
- Passports
- Wills and living wills
- Powers of attorney
Intrada encourages everyone to archive old files, but ensure your archive is in a secure location with a backup. If you need help with archiving, contact our help desk.
Cybersecurity Awareness Poster
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Click here for a cybersecurity awareness training poster that Intrada Technologies clients may print and post to meet cybersecurity insurance requirements. |
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