Email Retention 7/11/2014 1

Email Retention 7/11/2014 1

What is an Email Retention Policy? What is an Electronic (Email/Instant Messaging) Communications Retention Policy? An electronic retention policy is list of parameters created by an organization to determine what e-mail and instant messaging records need to be kept for compliance or other business reasons. The MSI electronic retention policy has a timetable for when records that have been retained can be moved to off-site storage archives or be destroyed. Where can I view the complete electronic communications retention policy? The MSI email retention policy can be found on the MSI Compliance team homepage http://inside.my.medsynergies.com/compliance/home/compliance_policies/forms/allitems.aspx 7/11/2014 2

Why does MedSynergies need to implement an Email Retention Policy? Optimize: As MedSynergies continues to grow we need to optimize our IT Infrastructure, by implementing an electronic communications retention policy which will increase the performance of our email servers. Protect: By implementing the retention policy will enable MedSynergies to be protected from legal disputes and discoveries. Stabilize: By maintaining a smaller email box, the recovery time of a potential disaster is reduced significantly. 7/11/2014 3

Users will be allowed 12 months of email within their online mailbox Emails 366 days to 18 months old will be archived and available through Outlook Emails greater than 18 months will be deleted, not backed up, not accessible PST or offline user backup of emails will not be allowed or enabled All employees will have email attachments compressed after six months of date received 7/11/2014 4

Email Retention Compressed Attachments 1. Compressed Attachments Compressed Attachment Icon To view the compressed attachment double click on the original email. The email and its entirety will be displayed. To view the attachment only click on the email message and click on the link: 7/11/2014 5

Addins in Outlook: Searching and Viewing Archived Emails Searching Archived Email - Go to Add-Ins You can fill out the search criteria to your specifications and search out your archived items. Your results will be displayed below. 7/11/2014 6

Instructions to save an email Double click the email you would like to save. Go to File Save As Change Save as type to either.txt or.html Click Save 7/11/2014 7

Addins in Outlook: Checklist for Email Retention Implementation 1 Review the complete policy on MyMedSynergies. 2 Familiarize yourself with the retention policy that applies to you. 3 Ensure that you save financial and business documents onto your N:/ for proper retention. 4 For technical questions please contact the MSI Service Desk 1-888-661-7823 5 For questions regarding the policy please contact the compliance department compliance@medsynergies.com 7/11/2014 8

FAQ s What will happen to my archived email (.pst)? The IT team will process your archived email (.pst) and import the emails intro the new archived solution. The archived email file will follow the MSI email retention policy. I have been asked in previous official investigations for emails that are over 13 months old. What if I need an email that is over my limit? All official investigation requests should be submitted to the compliance department for approval. Compliance work with IT to determine feasibility of the request. What if I have a history of discussion between MedSynergies and a third-party vendor? This information has been helpful in the past in avoiding invalid charges, and sometimes that research goes further than the published limits for my position. Procurement should handle vendor relationships. This information needs to be provided to the Procurement team so they can store and centralize the information. So can I backup my own email and take it home? Corporate email is a company asset and does not belong to any individual. Employees should not be storing email outside of the corporate environments. Will I have a big delay if I need to access the archive? No, it is a online search and restore set of screens. This job-aid mentions that six-month or older attachments will be stored and one year or more older emails will be archived what is the difference? Are they equally easy to access? All stored attachments will have a special symbol that you can double-click on and access; archived emails will be accessible using the on-line search function. 7/11/2014 9