This document outlines the PMC Email Retention Policy, what email should be retained and how to archive.

Overview of PMC’s Email Retention Policy

As a rapidly growing business we need to address the potential data security and legal risks posed by continuing to store all our historical emails. In line with many other established corporations we have a 12-month deletion policy.  It is PMC’s intention that the vast majority of email traffic should be deleted after a year.

PMC has determined that all Company email, except if identified as Retained Email, shall be deleted after twelve (12) months of creation or receipt. In general, Retained Email relates to those that are the only evidence of contract or business relationships, grants of rights or waivers or emails expressly exempt by authorization in writing from the CEO of PMC or the PMC legal department. Please refer to the full PMC Email Retention Policy found on ADP and linked below for the complete definition of what is allowable as Retained Email.

The instructions below are to be used for keeping emails that comply with the Retained Email definition ONLY. This method should not be used to store any other email.

There are no exceptions; this policy applies to everyone.

To read the complete policy please follow this link to the PMC Retention Policy documentation on the Hub - PMC Retention Policy

Retaining Email

In order to avoid deletion for important emails that comply with the Retained Email definition (see Overview above), you will need to specifically archive them to CorpVault folder on your Outlook. If you do not archive important emails to this folder, they will delete after 12 months. Once deleted, it will not be possible to retrieve these emails from the system.

To understand how to save important emails please review the videos and guide below for archiving email to the CorpVault folder. All folders not designated as archive space will be subject to the 12-month retention limit.

Archiving to the CorpVault Folder

If there are important items, that comply with the Retained Email definition and which you need to keep beyond 1 year, it is required that you to move those items into your CorpVault folder in Outlook. Items in your CorpVault folder will not be deleted after 1 year. Per the PMC Email Retention Policy it is required that you only use this method to keep emails that fall into the Retained Email definition – see Overview above.

If you do not see the CorpVault folder in your mailbox please raise a ticket with the IT helpdesk (helpdesk.pmc.com).

Written Instructions

To specifically archive important email, simply Drag and Drop the email into your CorpVault folder at the root of your Inbox folder and it will store in perpetuity. Again a reminder that this is only intended to be used for emails that fall into the Retained Email definition.

Video Instructions

Managing CorpVault on Outlook Webmail

Managing CorpVault on Outlook desktop application on PC

Managing CorpVault on Outlook desktop application on Mac