Everyone knows that people tend to be more careless in e-mails than they would normally be in a formal written letter. This applies to personal e-mails as well as business e-mails. No matter how many times we hear cautions about what we say in e-mails, people are going to continue to be more lax than they should be in e-mails.
On the flip side, e-mails can be an easy and efficient way for businesses to communicate and for deals to be negotiated and made. It is important, therefore, to not only be careful about what you say in an e-mail, but also for your company to have an effective document and data retention system in place so that important e-mails are properly stored for easy retrieval. Merely assuming that a computer’s hard drive or the office’s back-up system will save e-mails is generally not sufficient.
Every business that uses e-mails as a means of communicating with customers, vendors, or business partners, or even just internally, should have a document and data retention system in place that includes safe and permanent storage of important e-mails. In general, your company’s document retention system should be tailored to meet the specific needs of your company. It should take into consideration all applicable legal requirements, such as laws relating to payroll and employee records. Depending on the industry, there may be more specific regulations that dictate what records your company can and cannot destroy. We at The Erb Law Firm can assist your company in crafting an effective document retention system.
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