Archiving e-mail generally and notebooks in particular

Hi,

I need to implement a policy about e-mail retention and archiving. We have
been on Exchange for about a year, and I have folks with 2Gb e-mail folders
and I want to do some limitations. We are running SBS 2003 with Exchange,
and Office/Outlook 2003.
I figured I would start with teaching everyone about archiving. One
question is what do you recommend is the best method for archival (i.e.
yearly, quarterly, etc)? I suppose I should put the archived folder on a
shared network share for backup purposes as well.

Also, for notebooks who might need access to their archived folder while
disconnected from the local network, do you put the archived folder on their
notebook, and also make a copy for backup somewhere else?

Thanks for any advice!

Mike