Not so long ago, Sony Corp. in the US was hacked. I am sure you’ve heard about the case (it was eventually blamed on North Korea, though security experts are questioning that conclusion).
My favorite tech-magazine has this interesting article on the subject:
Sociologists have previously (around the millennium) proposed that all non-essential data should have an expiration date. Their reasons were different: we’re drowning in data, and searching through piles of old stuff can sometimes be less productive than simply throwing it away early.
Regardless of the argument I think it is something for you guys to consider. Do we really need to save all that data (mails)? Probably not.
So why not have a 90 day auto-delete on ALL mails, except if flagged for longer retention? It would be easy simply to make a few extra categories for it:
– 180 days
– 2 years
If the user puts none of these categories on archived mail, delete them after 90 days. Or whatever nummber of days your business experience tells you is optimal … but you get the idea.
Could this work?
Could we increase efficiency (become more Lean) simply by knowing that old crap data is just GONE? Could it lead to a healthy Lean-mail culture where employees communicate better because nobody expects their colleagues to be able to dig out aging mails from their archives? Could it lead to better and more clear communication with clients?
I am not an expert on these matters. But I find the premise interesting and appealing. And it would certainly help avoid disasters such as the one Sony is going though – as put forth by ArsTechnica.