The real risk of allowing substantive content to fester in mailboxes: being liable for the cost of finding the pertinent content. Move it to matter-centric storage and purge those mailboxes regularly. Ban PST files entirely.
“We are currently undertaking a detailed review of the proposals. It appears you propose an annual review of approximately 100 mailboxes over a 16-year period with 262 search terms, some of which are very broad, then being applied to any remaining mailboxes within the claimants’ organisations.
And the judge said… “I am wholly satisfied that this is an appropriate case for an indemnity basis.“
That exercise will take years to complete, so it is not clear to us that this was the proposal you intent to take, please confirm…. Regardless of the above, our analysis of your suggested list of custodians and key words is ongoing. It is no small task, however, and we will revert to you regarding them as soon as is reasonably practicable “….
Really: isn’t it worth the time to file your emails? Regardless of your software choice, at minimum get the correct matter number.