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SEC Email Retention

%3CLINGO-SUB%20id%3D%22lingo-sub-870781%22%20slang%3D%22en-US%22%3ESEC%20Email%20Retention%3C%2FLINGO-SUB%3E%3CLINGO-BODY%20id%3D%22lingo-body-870781%22%20slang%3D%22en-US%22%3E%3CP%20class%3D%22_1qeIAgB0cPwnLhDF9XSiJM%22%3EI%20have%20a%20question%20regarding%20email%20retention.%3C%2FP%3E%3CP%20class%3D%22_1qeIAgB0cPwnLhDF9XSiJM%22%3EOur%20company%20has%20a%20requirement%20to%20keep%20a%20rolling%205%20years%20worth%20of%20email%20history.%20We%20also%20push%20our%20mail%20through%20GlobalRelay%20which%20makes%20a%20backup.%20We're%20attempting%20to%20determine%20how%20to%20stay%20in%20compliance%20with%20the%20SEC%20since%20the%20following%20exceptions%20exist%20in%20our%20retention%20deletion%20policy%3B%3C%2FP%3E%3CP%20class%3D%22_1qeIAgB0cPwnLhDF9XSiJM%22%3E-%20employment%20records%20must%20be%20retained%3C%2FP%3E%3CP%20class%3D%22_1qeIAgB0cPwnLhDF9XSiJM%22%3E-%20investment%20performance%20calculations%20for%20investors%20must%20be%20retained%3C%2FP%3E%3CP%20class%3D%22_1qeIAgB0cPwnLhDF9XSiJM%22%3EThis%20means%20that%20we%20want%20to%20delete%20email%20from%20Office365%20and%20Global%20relay%20on%20a%20monthly%20rolling%20basis%20as%20the%20data%20passes%20the%205%20year%20point%2C%20BUT%20we%20want%20to%20ensure%20that%20certain%20flagged%20email%20is%20excepted%20from%20those%20deletions.%3C%2FP%3E%3CP%20class%3D%22_1qeIAgB0cPwnLhDF9XSiJM%22%3EIs%20there%20a%20policy%20or%20methodology%20for%20excepting%20specific%20emails%20(whether%20by%20flagging%20or%20categorization%2Forganization%20in%20folder)%20which%20would%20allow%20the%20email%20to%20be%20exempt%20from%20the%20rolling%20deletion%20we%20need%20to%20put%20in%20place%3F%3C%2FP%3E%3CP%20class%3D%22_1qeIAgB0cPwnLhDF9XSiJM%22%3EOr%2C%20does%20anyone%20have%20any%20resources%20that%20might%20help%20steer%20me%20in%20the%20right%20direction%3F%3C%2FP%3E%3CP%20class%3D%22_1qeIAgB0cPwnLhDF9XSiJM%22%3EThank%20you%20for%20your%20consideration%20to%20help%20in%20this%20manner.%20I'm%20open%20to%20answering%20any%20clarifying%20questions.%3C%2FP%3E%3C%2FLINGO-BODY%3E%3CLINGO-LABS%20id%3D%22lingo-labs-870781%22%20slang%3D%22en-US%22%3E%3CLINGO-LABEL%3EOffice%20365%3C%2FLINGO-LABEL%3E%3C%2FLINGO-LABS%3E%3CLINGO-SUB%20id%3D%22lingo-sub-871544%22%20slang%3D%22en-US%22%3ERe%3A%20SEC%20Email%20Retention%3C%2FLINGO-SUB%3E%3CLINGO-BODY%20id%3D%22lingo-body-871544%22%20slang%3D%22en-US%22%3E%3CP%3EYou%20simply%20have%20to%20tag%20them%20differently%2C%20either%20manually%20or%20by%20automatic%20detection%20of%20keywords%2Fqueries%3A%26nbsp%3B%3CA%20href%3D%22https%3A%2F%2Fdocs.microsoft.com%2Fen-us%2Fmicrosoft-365%2Fcompliance%2Fretention-policies%23advanced-settings-that-apply-a-policy-only-to-content-that-meets-certain-conditions%22%20target%3D%22_blank%22%20rel%3D%22noopener%20noreferrer%20noopener%20noreferrer%20noopener%20noreferrer%22%3Ehttps%3A%2F%2Fdocs.microsoft.com%2Fen-us%2Fmicrosoft-365%2Fcompliance%2Fretention-policies%23advanced-settings-that-apply-a-policy-only-to-content-that-meets-certain-conditions%3C%2FA%3E%3C%2FP%3E%3C%2FLINGO-BODY%3E%3CLINGO-SUB%20id%3D%22lingo-sub-875759%22%20slang%3D%22en-US%22%3ERe%3A%20SEC%20Email%20Retention%3C%2FLINGO-SUB%3E%3CLINGO-BODY%20id%3D%22lingo-body-875759%22%20slang%3D%22en-US%22%3E%3CP%3EThank%20you%20sir%2C%20very%20helpful.%20I%20wasn't%20finding%20the%20guidance%20on%20this%20myself.%26nbsp%3B%3CA%20href%3D%22https%3A%2F%2Ftechcommunity.microsoft.com%2Ft5%2Fuser%2Fviewprofilepage%2Fuser-id%2F58%22%20target%3D%22_blank%22%3E%40Vasil%20Michev%3C%2FA%3E%26nbsp%3B%3C%2FP%3E%3C%2FLINGO-BODY%3E
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New Contributor

I have a question regarding email retention.

Our company has a requirement to keep a rolling 5 years worth of email history. We also push our mail through GlobalRelay which makes a backup. We're attempting to determine how to stay in compliance with the SEC since the following exceptions exist in our retention deletion policy;

- employment records must be retained

- investment performance calculations for investors must be retained

This means that we want to delete email from Office365 and Global relay on a monthly rolling basis as the data passes the 5 year point, BUT we want to ensure that certain flagged email is excepted from those deletions.

Is there a policy or methodology for excepting specific emails (whether by flagging or categorization/organization in folder) which would allow the email to be exempt from the rolling deletion we need to put in place?

Or, does anyone have any resources that might help steer me in the right direction?

Thank you for your consideration to help in this manner. I'm open to answering any clarifying questions.

2 Replies
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Best Response confirmed by jonas_mccoy (New Contributor)
Solution

You simply have to tag them differently, either manually or by automatic detection of keywords/queries: https://docs.microsoft.com/en-us/microsoft-365/compliance/retention-policies#advanced-settings-that-...

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Thank you sir, very helpful. I wasn't finding the guidance on this myself. @Vasil Michev