Is Your Email Archive a GDPR Liability? Probably.
Email systems are often the biggest data retention risk. Here’s what compliance and IT need to fix.
Email is often overlooked in data retention strategies — yet it’s where the most unstructured personal data lives.
Archived emails may contain salary details, medical information, and candidate records — often held for years without review.
UK GDPR principles at risk:
- Storage limitation – keeping data “no longer than necessary”
- Integrity & confidentiality – increased breach risk from over-retention
Action steps:
- Implement email retention policies (e.g. 2–5 years max)
- Use tools to auto-delete or archive based on keywords and age
- Train staff to avoid using email as permanent storage
Email is not a filing cabinet. Treat it like a live data source — and control what’s inside.
