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Email retention periods vary considerably for different data types. Most federal and state email retention laws require email data to be retained for between 3 and 7 years, although there are exceptions and certain types of data may have do be retained for much longer, even indefinitely.

Retention policies control how long your messages will be saved. Archive policies control how long messages are left in an email folder before they're moved to an archive. You might be able to add or remove optional retention policies and archive policies that were set up by the person who manages your mailbox.

Email retention laws in the United States require businesses to keep copies of emails for many years. There are federal laws that apply to all businesses and organizations, data retention laws for specific industries, and a swathe of email retention laws in the United States at the individual state level.

This is between 1 to 7 years, although some email data may need to be kept indefinitely. The Payment Card Industry Data Security Standard (PCI DSS) requires email data to be kept for 1 year, whereas HIPAA, SOX, and the Gramm-Leach-Bliley Act require certain types of email data to be retained for 7 years.

An email retention policy should cover all emails your organization sends and receives, contain guidelines on how long to retain emails and specify how they should be removed from your archiving solution. One of the most important aspects of an email retention policy is that retention management should be automatic.

An email retention policy attempts to address the problem indirectly by dictating how long a particular message (or class of messages) should exist in mailboxes or archives until it is deleted. For example, a legal team might create an email retention policy to comply with industry or government regulations.

The Health Insurance Portability and Accountability Act (?HIPAA?) requires healthcare organizations ? such as healthcare providers, health insurers, healthcare clearing houses and business associates of covered entities ? to retain emails for at least six years.

The HIPAA Security Rule requires covered entities and business associates to keep an archive of electronic communications of patient data. Email archiving is one of the ways in which this can be accomplished, and although it is not mandated, it's a good way to keep records of your email communications.

FOIA regulations require federal agencies to retain email communications that are considered to be records of the agency for a minimum of three years. This retention period applies to email communications that are used for administrative, legal, or historical purposes.

Management is generally responsible for email archiving. If businesses fail to archive their emails, legal consequences and heavy fines may follow.