One of the best ways to handle this situation is to create a holistic backup solution. In many software development environments, programmers must save their work to a central source save database, which is usually backed-up each night. This ensures that work is not lost if a hard drive fails.
You could also setup automated backup jobs to back up specific directories on servers and workers' workstations. This can occur each night or every Friday night depending on what makes sense for your organization. With this approach an organization would retain a good amount of data that can potentially be used if an employee leaves the company. It would be wise to include a clause in your policy that informs employees that if they want to access a Web site, they will have to physically sign or click 'Yes.' Doing so, will help you avoid someone claiming to have had an expectation of privacy. You should also consult with your legal counsel when creating this policy to make sure your company is properly protected.
Another more costly approach is to implement a storage area network (SAN). Companies usually implement SANs because they have a lot of data to store and keep track of, not because they are afraid of the data leaving the organization, so this could be overkill for your needs.
Finally, your organization can look at various data backup solutions, SANs, email archiving systems and electronic content management repositories.
If you're interested in learning about email archiving, visit our sister site SearchSMB.com to read the tip, Top 10 best practices for email archiving:
To learn more about data retention and archiving, please review the following Web site:
Although there isn't necessarily a standard on how to write a retention policy, the following SANs paper provides some direction and a template:
The following are some example policies:
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