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 Yes, we want to preserve historical documents and photos.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.

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 The Health Insurance Portability and Accountability Act (HIPAA) is a critical piece of legislation in the United States aimed at protecting sensitive patient health information. Enacted in 1996, HIPAA established comprehensive standards for the privacy and security of medical data, ensuring that healthcare providers, insurers, and other related entities handle patient information responsibly. The Act sets national standards for electronic health care transactions and addresses the security and privacy of health data. It is essential for organizations handling health information to comply with HIPAA regulations to safeguard patient privacy and ensure the integrity and confidentiality of the data. https://www.hhs.gov/hipaa/index.html Section 164 Medical Records - 6 Years
• Sarbanes Oxley Act ( SOX The Sarbanes-Oxley Act (SOX) of 2002 is a United States federal law that sets new or expanded requirements for all U.S. public company boards, management, and public accounting firms. Enacted in response to a number of major corporate and accounting scandals, including those involving Enron, Tyco International, and WorldCom, the Sarbanes-Oxley Act aims to enhance corporate responsibility, financial disclosures, and combat corporate and accounting fraud. By implementing stricter regulatory measures and controls, the Act seeks to protect investors by improving the accuracy and reliability of corporate disclosures. ) 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

Click here for a cybersecurity awareness training poster that Intrada Technologies clients may print and post to meet cybersecurity insurance requirements.