A typical user’s job revolves around incoming and outgoing email and referencing existing and archived emails. Therefore, the most important aspect for future planning for IT management and email administrator is eDiscovery and email archiving. Email archiving which was once used by financial service firms and public companies is being used by all SMBs. Proper email archiving practice can benefit businesses and industries.
In case of a civil or criminal lawsuit, organizations are asked to produce all records relating to the case. They are required
Produce all email conversations over a 5-year period related to the case.
Provide complete data and guarantee that the information has not been altered.
Provide this information in a “reasonable” amount of time.
The main reason for organizations archiving email is for compliance, litigation support, storage management and knowledge management.
Regulatory Compliance - The new regulatory compliance regulations issued with more stringent controls and severe penalties is forcing organizations to address compliance more seriously. Current Federal Rules of Civil Procedure that went into effect in December 2006 require businesses involved in federal court cases to identify, preserve and collect electronically stored information. The U.S. Sarbanes-Oxley Act (SOX) requires that certain data relating to accounting and finance be retained for 7 years. The U.S. Title 21 CFR Part 11 law requires that records be maintained for up to 5 years. The European Union (EU) requires member states to enact similar data retention and protection laws.
Requested data must be provided in its original format with metadata intact. For email data, this includes information such as whether a message was read, replied to, forwarded, flagged and so on. Not all emails come under the scanner. Spam’s and personal emails that come into the official mail box need not be archived.
Litigation Support –In case of lawsuits, companies can be asked to come up with all email copies that may be relevant to the case. Information for litigation support has to be accurate, complete and original. Thus email archiving becomes a necessity.
Knowledge Management– Emails can sometimes contain information that is often important to the business and may help enhance productivity.
Storage Management– With emails exploding exponentially, server performance cannot be compromised. Storage solutions are used to store emails and email archiving is the answer to this problem. Email archiving solution helps compress the data in the central database and lead to saving considerable disk space. Emails get archived automatically, aiding in keeping the user mailbox clutter free.
Employee Communication– Monitoring employee communication is usually helpful in legal proceedings wherein request for e-mail evidence is asked for in association with an employees’ violation of corporate e-mail policies and misuse of business e-mail.
Disaster Recovery – Businesses also benefit from archiving if their systems fail. If the latest backup of the email database is corrupt, you can restore email from the archive to the email database.
Go in for an email archive solutions that offers cloud storage and automatic archiving. A good email archiving system should ensure that companies have ready access to email records, whenever it is required.