Storing Emails
As part of the suite of changes due to the General Data Protection Regulation (GDPR) we will be making changes to the way we store emails.
Thank you to those who have reached out and discussed their needs so far. Please make sure you continue to do so in advance of the automatic retention period coming into place from 1st August 2019.
Email is not a secure location to be storing important business information.
Currently, (unless we delete or file our emails) Lotus Notes stores them indefinitely. This can result in retaining many emails we do not need and using up storage space.
Initially we will be adopting a 5 year retention period for emails within the Lotus Notes archive, which will reduce to 3 years at some point in 2020. We’ll provide an update on specific timing with an appropriate amount of advance notice.
If you need to store the content within emails for longer than the retention period, you will need to save your emails into an appropriate storage location. For work instructions explaining how to do this please see How to Save Emails to PDF.
From 1st August 2019 Lotus Notes will automatically delete emails older than the retention period.
Action Points
- Any emails you wish to keep and/or their attachments need to be saved into an appropriate storage location by 31st July 2019.
- From 31st July 2019 any emails dated prior to 31st July 2014 will be deleted (including emails in the folder structures within Lotus Notes).
- 31st July 2019 is your last chance to save any emails you would like to keep that fall outside the retention period. After this date they will be lost.
Who can I contact for support?
If you have any queries about the new lotus notes email retention period or the Common drive please contact Matthew Hurricks at: Matthew.hurricks@carnivalukgroup.com.