I have a few different answers depending on what we are talking about. In one example, if a sales package is sent around via email and there is sensitive information for those purchasers attached, it would be good practice to delete the file or the entire email once the sale has been approved or not approved, this way there is no digital trace on the board members' individual computers. A hard copy can always be retained in the building management file and/or a file cabinet kept at the building.

For emails that are board business, it may be a good idea for the Board to set up an additional e-mail address, such as buildingxyz@gmail.com. You can always include this email address in the CC of the emails that are going around and you will always have a detailed record of board business that can be reviewed at any time, and all of the file and sensitive information can be confined to that email address should they be deleted by other individual board members. Of course, the password to that account should be changed along with a change in the Board as well.

If a Board member has e-mails on their computer from during the time that they served, I don't see the harm of keeping them after the fact. It's always possible that a lawsuit or other issue may pop up from the time that they served, and so long as there is nothing sensitive on the e-mails relating to individual shareholders, it's a matter of keeping record of the events that occurred during their tenure.

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BTW, What is the "Chappaqua Affect"?

I've been on the board for quite some time now (8 yrs). Came on after it was uncovered that 20 yr board veterans were also the "sponsors" and besides conflict of interests issues also did nothing to protect the other shareholders interests, did not enforce house rules, didn't even know the house rules and once a lawyer came into the building (which we were told "no lawyers") we found ourselves in years of litigation. It was a mess and topic deserves a separate conversation.

Anyhow, I found that when the board consisted of women or people others had "personal" vendettas against, the board was constantly challenge by non board shareholders. Our lives were made awful, elevator rides or any encounters were hostile. People just behaved like children. There were constant demands on the new board, constant complaints and criticisms, "secret meetings" where held to discredit the board and individuals were negatively discussed. It was awful.

I found whatever records were kept for 25 years Records were scattered about. Some things still in unopened envelops. Meeting notes were pitiful, if there were any, inadequately documented. Personal information was not protected (which was used against people when the board was replaced). I spend months shredding 25 year old materials and organizing whatever minutes and important documents I could find. I contacted the building's attorney and got correct format for minutes , notices, and agendas. I made a book of templates and for over 7 years kept pristine records!

I got flack all the time for mis-spelled words in an email! But, no one seemed to care about the previous years of improper board behavior and non-existent record keeping!

What I am finding now that I no longer keep the records is that they are not getting done and all the work I did is now lost or "misplaced". No one took charge!

All that work for nothing.

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By "Chappaqua Affect" I was referring to the current public discourse regarding the fate of Hillary Clinton's official e-mails, which raises broader issues of what happens to e-mauls when someone leaves the entity, whether the Department of State or Board of Directors, and attendant confidentiality issues.

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