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I have been receiving HSE e-bulletins since Jan 2008 and save them in their own folder in the inbox of microsoft outlook (they include Construction infonet and stress bulletins). They total 263 emails and will shortly start clogging up my systems. My question is "How long should they be kept for"? I am loath to Archive all this stuff.
Thanks
Rich
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Rank: Super forum user 
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Why keep them at all? Everything they refer to is available on the HSE website under "news".
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Rank: Guest
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I keep them Kate because evertime I have an external Audit (yearly) the auditor asks how I get upto date information etc. If I haven't got them how do I prove it.
And I don't want to trawl loads of stuff on the HSE website on the off chance of there being any information which is relevant to my industry.
Rich
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Rank: Forum user
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Have you tried to copy them onto a Memory stick, cd-rom or external had drive? This could resolve the issue of havign to retain for ad-hoc reference, whilcts freeing up your outlook space.
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Rank: Super forum user 
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I'm confused... Not hard on a Monday though.
they are text based emails, well some are at about 8kb in size, others are HTML at about 40kb. This is not considered large in the modern world.
I have a filter set up on outlook and they go straight into a folder called HSE bulletins.
Mine go back 2 years and total 1.5MB (smaller than 1 picture!)
If you want to save space you can archive these files to make the data file for your mail client smaller.
Does that answer the question?
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Rank: Guest
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Cheers teh-boy for the info. Unfortunately it doesn't help because we have 600 staff all using emails and our IT manager wants us all to review and delete unwanted stuff. He has said "if you haven't looked at it for 6 months delete it".
I think I'll save it all to memory stick as suggested by another post above.
Thanks anyway.
Rich
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Rank: Super forum user
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I personally feel that in this day & age, auditors requiring to keep copies of all the e-mails that make up the HSE E-bulletins as OTT.
Why don't you amend your "process/procedure" and describe briefly how you keep up to date, but then keep records of the last 3 months or some reasonable time scale.
The HSE bulletins include all manner of HSE news, including that not related to ones industry etc.
The keeping to date is generally in context of the information related to your employers/industry activities etc and should not be the whole lot of info we get in the bulletins.
If you are using MS Outlook, there is a facility to "archive" and save the archive on a hard drive location and still be able to retrieve the archive using outlook .
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Rank: Super forum user
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rich777 wrote:Cheers teh-boy for the info. Unfortunately it doesn't help because we have 600 staff all using emails and our IT manager wants us all to review and delete unwanted stuff. He has said "if you haven't looked at it for 6 months delete it".
I think I'll save it all to memory stick as suggested by another post above.
Thanks anyway.
Rich teh_boy wrote: If you want to save space you can archive these files to make the data file for your mail client smaller. As above - outlook can remove these from your system and still show them as a folder... Can't you just pull rank and tell the IT Manager you need them. A 1TB hard drive will cost them about £50 and save all the HSE bulletins in the world! To auto archive in outlook (other clients do exist) Right click on the folder - click properties, choose the AutoArchive tab and then choose - Archive this folder using these setting. Set it to archive to a folder on your PC once items get to 6 months old - Job done.
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Rank: Guest
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I've decided to mix and match (Kate's and teh_boy's) solution. I'm going to keep 12 moths worth and delete the rest.
Thanks all for your help.
Rich
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