BACKGROUND: I work for a major life insurance company in their legal
department. Every three years, the various state departments of insurance
will do a full evaluation of the company and its operations. This
evaluation will include a review of the correspondence with our agents in
the field.
The company is near the completion of moving to a "paperless" on-line system
of communication between the Company's Home Office and its agents located
through out the United States and Canada. Almost all communications now are
conducted through e-mail and bulletin board.
PROBLEM: The various departments of insurance in past reviews would
review papercopies of directives to the agents to determine if those aspects
were within their requirements. Now, there will be no paper copies to show
the department examiners, instead only an electronic copy of the
communication. The company appears to be on the cutting edge for this
technology among its peers. Additionally, the departments have not
developed detailed guidelines for record retention of e-mail and bulletin
board communications.
I have inquired with the South Texas College of Law (Houston, Texas) library
staff whether there is a regularly updated record retention service to
provide guidance to both the company and in turn to the departments of
insurance for e-mail and bulletin board communications. They were unaware
of any particular service, but suggested that I e-mail the question to your
group.
MY REQUEST: IF YOU KNOW OF A RECORD RETENTION SERVICE (updated on a regular
basis) THAT ADDRESSES ISSUES OF RETENTION OF ELECTRONIC COMMUNICATIONS IN A
BUSINESS ENVIRONMENT, WOULD YOU PLEASE E-MAIL A MESSAGE TELLING THE NAME OF
THE SERVICE AND HOW THEY COULD BE CONTACTED. Please send the e-mail to
"lbrasington@ghgcorp.com".
Thank you for your time and assistance.
-DSB
This archive was generated by hypermail 2b29 : Wed Nov 14 2007 - 20:49:16 PST