Over the past ten years email has evolved into a recognized communications vehicle. What began as a primarily social use is now ubiquitous in the business world. As usage has increased, so has the span and the seriousness of the information transmitted – contracts, marketing plans, contracts, financial data and product designs.Email Repositories have now become ‘vaults “for more than 70% or more of the company’s intellectual property (IP). As email becomes more prominent, so the control needs of the organization.
Why email is now being examined?
Courts are now catching up in the 21st century and recognize the significance of digital data in litigation. The Supreme Court ruling on e-discovery and Federal Rules of Civil Procedure (FRCP) in December 2006, became final on email management. Company / organization has the same obligation to deliver digital media as it has for paper documents past. What prompted new interest in digital messaging?
- Over 90% of the data is now created digitally, and 75% plus will never touch the paper.
- Email has proven to be a formidable and broad communication in the business environment.
- Email communication is usually less formal, more personal and direct. Let’s face it, how many of your emails would you want to print on your business stationary and sent out? This direct and casual style is the subject of great interest in opposing counsel.
- e has documented event history exhibition, everyone received a copy, forward, date / time, and all changes were applied.
Who needs to go
If you think this applies to you, look closer does not want to meet? –
- certain groups of industry and / or public companies have regulatory compliance requirements – HIPPA, NASD, SEC, GLBA, Sarbanes Oxley, Federal Rules of Civil Procedure, etc.
- member states controlled by employee-related administrative – EEOC, Fair Labor Standards, the Americans with Disabilities Act.
- If you are involved in a Federal suit (ie sexual harassment), or if the suit goes state lines.
- Finally, many countries are now adopting FRCP and e-discovery rules Fed for their own.
The best is to assume that you are having to go . So, how does this affect you as an employer and will need capital?
What should I do?
- If you have not already, publish and distribute a documented policy advising all employees that email is a common tool to conduct company business. Improper use, language or questionable content is not in use. There is no guarantee the privacy of personal information – all email correspondence belongs to the employer .
- implement a comprehensive e-mail archiving program – not a backup strategy. Copies are similar to store boxes of loose documents in a warehouse. You know that’s probably it, but you hope you never have to go to find specific items. Imagine request chronological report shows all email correspondence and file attachments for three employees for six months for three years.
An archiving system would be able to deliver this type of request in seconds. A backup system of multiple tapes could take months, you can not have. Return of the storage system will soon be seen on the first request.
Will this be more Overhead I have to manage?
It will be the cost of taking in a filing system, but there are associated benefits that can really give you a ROI with this solution.
- Relief on the server storage. Many employees never delete their e-mail or attachments. As the use and volume increases the need for additional storage is perpetual . An archiving system could systematically delete messages on the basis of the role / policy and retention parameters you specify. Your email is never lost, the storage system always keeps a ‘read only’ copies. Employees can access certain their mail through a browser based tool storage system.
- efficient storage and compression. Attachments and multiple emails are not stored multiple times. If an email with a 3MB attachment is sent to ten recipients in the company, only one copy of the attachment and email compressed and stored. This is called “single incident storage”. Entering one of ten users would display messages and attachments in its entirety. The efficiency is obtained by compression. A 10: 1 data compression is becoming more common storage devices.
- Disaster Recovery / Business Continuity. Email has been proven to be important to the implementation of the company’s business and needs to be back ASAP if business interruption. An archiving system will quickly restore all history in minute pause .
- Compliance reviews / proactive management. The storage system can also filter content and trigger alerts. For example, credit card or social security number is sent via email and is not allowed, it is possible to discover it is stored. Immediately notify the administrator would happen to allow you to deal with the incident in a preventive mode. The periodic review can also be made to ensure the email rules are followed.
Hopefully you can see the benefits to implementing a storage system and not only “regulatory burden.” Visit our website for more information and case studies how simple and quick deployment can be for your business.