The largest uncontrolled store.
WHY MAILBOXES ARE A PROBLEM
They accumulate personal data indefinitely, outside any system.
WHAT THEY CONTAIN
Customer correspondence Attachments with identification and financial details Internal discussions about people Forwarded records
WHAT TO ESTABLISH
A retention period for email.
WHY
Without one, everything is kept forever.
WHAT TO SET
Automatic deletion after a defined period, with exceptions where needed.
WHAT TO EXCEPT
Records required for legal or regulatory purposes.
WHERE THOSE SHOULD LIVE
A proper system, not a mailbox.
WHAT TO TRAIN STAFF ON
Not using email as a filing system Not forwarding personal data unnecessarily Checking recipients before sending
WHY RECIPIENTS SPECIFICALLY
Misdirected email is among the commonest breaches.
WHAT REDUCES IT
Delays before sending Warnings for external recipients Care with address completion
WHAT TO DO ABOUT BULK SENDING
Never place many recipients in a visible field.
WHY
It discloses every address to everyone.
WHAT TO USE INSTEAD
A proper sending system.
WHAT TO DO WHEN SOMEONE LEAVES
Decide what happens to their mailbox, and apply retention.
WHAT TO AVOID
Mailboxes retained indefinitely after departure.
