Retention period for email accounts that prevents deleting messages
Meredith Owens
Allows users to automatically retain all emails in a community-branded email account for up to 10 years, preventing them from being deleted during this retention period. This type of feature is offered at an extra cost by our email account provider, so it'd likely need to be offered at an extra cost to communities who would opt into using this type of feature.
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Todd Huddleston
I didn't realize there was a time-based retention period on emails. I thought it was based on the storage size and once the account reached 8GB, then no more emails could be sent or received. The indication that the email account provider offers a feature for a cost seems to imply emails are deleted after a specified period of time by the email account provider. If that is true, then I definitely need to know the default retention period. Thank you.
Meredith Owens
When an email message is deleted, it is moved to the "Trash" folder, where it remains for 30 days before being permanently deleted. You can also manually remove it from the "Trash" at any time to keep it, or select to have it deleted sooner.
Wes Cossick
Todd Huddleston: To be clear, emails can only be deleted by a user of the email account, not by the email account provider. Retention period functionality would ensure that emails are still accessible (in a separate archive of sorts) for some period of time (e.g., X number of years) even
after
any emails have been deleted by the email account user.Kanika Hughley
Yes this will become important for historical reasons. If it is deleted then it should be accessible for admin.
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Robert "Bob" Evans
This is interesting. I would like to know the cost.
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Ken Chrismond
Our community would be willing to consider paying for a cloud-based archival account and pay yearly for this service.
Janelle Miner
Since we all have to keep HOA board emails, I would like to see an archive process that allows us to move emails to a cloud account (OneDrive, Google Drive, etc.)
Meredith Owens
Janelle Miner: Within the webmail portal, you can export those messages to then upload them to your preferred cloud-based storage software (e.g., Google Drive). Those instructions are provided here: Importing and exporting emails.
Janelle Miner
Meredith Owens, Thank you.
Meredith Owens
Merged in a post:
Prevent deleting messages in email accounts
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Ken Chrismond
Board Members with community created email accounts should NEVER be allowed to delete email. This email must be retained for legal reasons. Is there a way to prevent them from deleting email items in their account?
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Chris Juzda
Agree strongly but kind of doubt they can make this available.