Email Retention Policy
There is an actual PDF for this-
Automatic Deletion of Messages
Our email system has automatic procedures in place that prevent messages from accumulating indefinitely in the Inbox, Sent Items, Deleted Items and Junk E-mail folders.
All incoming messages are first analyzed by an anti-spam filter. If a message is determined to be spam, it is automatically sent to the Junk E-mail folder. Messages in the Junk E-mail folder are automatically deleted after thirty days.
Messages that are not regarded as spam are sent to the Inbox folder. After thirty-five months, messages that have not been moved out of the Inbox folder are automatically moved to Deleted Items.
Copies of all sent messages are saved in the Sent Items folder. After thirty-five months, messages that have not been moved out of the Sent Items folder are automatically moved to Deleted Items. A sent item in the Deleted Items folder will be automatically deleted after 30 days.
Messages that are deleted by an email user from any folder are sent to the Deleted Items folder. Messages in the Deleted Items folder are permanently removed after 30 days.
Message Retention
Northpoint’s Email Retention Policy requires that all users manually organize both their sent and received messages in appropriately named folders for each matter in which they are involved. Once a message is moved out of the Inbox or Sent Items folder to a separate folder it is no longer subject to automatic deletion and will be retained indefinitely.
Email users should periodically examine the Deleted Items folder to ensure that no messages that should be retained are about to be permanently deleted.
TechPoint will monitor the mailbox size for all email users. If an email user’s mailbox becomes excessively large, TechPoint will request that the email user identify closed matters to be archived.
Document Storage
Email users should not use their mailboxes to permanently store received documents. Documents received via email should be saved to SharePoint or OneDrive.