22 April 2011
Email is critical to your business communications, but it brings with it a host of new problems - dealing with storage limits, periodic backups, problematic PST files, access to old emails and regulatory compliance or eDiscovery requests just to name a few. Failure to address these problems effectively can bring serious repercussions.
EntirelyDigital will offer email archiving for your email on our Hosted Exchange Servers. EntirelyDigital's email archiving solutions can be used by administrators all over the world to maintain an archive of all corporate email correspondence, manage and reduce the company’s dependency on PST files and also to meet a growing number of regulations on compliance, eDiscovery and other legislation. The product is easy to activate, requires little administrative effort, and operates at highly competitive pricing.
With EntirelyDigital's email archiving solution your email worries are over. All email is stored in a central location, easily accessible in two ways: through a folder in your user's Outlook email client (including Outlook 2010); or by using a web browser. We integrate closely with Outlook in a first-in-its-class manner, avoiding the use of stub files which other products use.
Using the auditing function, you can readily access any email needed for eDiscovery/email compliance purposes and you can guarantee that these emails have not been tampered with. To find out how email archiving can affect you, select one of the following documents.
Email has become the standard for both internal communication and to engage in business affairs with outside partners, suppliers, clients and others. Your company's email contains important, and sometimes confidential, information that needs to be archived for possible future need.
There are a number of serious reasons for implementing an email compliance policy for your small to medium sized business. Email is often the only form of written communication that exists between a you and your suppliers, your partners, your clients and prospective clients. It is important, for many reasons, that a copy of this correspondence is retained, not the least of which is to ensure that the company fulfils the requirements of email compliance regulations and to be in a position to respond to legal issues such as eDiscovery requests at short notice. Of course, email is the backbone of internal correspondence between staff members and as such, may also need to be referred to at a later date and could possibly require regular monitoring.
Why Your Company Needs Email Archiving
Existing regulations such as Sarbanes-Oxley, HIPAA and the FRCP treat email as equal to paper-based documents in terms of being valid and admissible documentation in a court of law. Such documentation can be, and is often, requested by attorneys or courts in the form of an eDiscovery request. eDiscovery is the process of locating, securing and using documentation from a company's archives in a legal setting. You can see that the ability to easily locate specific email with the secure knowledge that it hasn't been tampered with is now critical. Companies now need to invest in an easy to manage email archive. Failure to abide by regulations could result in court fines and/or loss in court battle, as well as a damaged reputation.
Your company must implement an email compliance policy with particular attention to email archiving. Fortunately it's easier that it sounds. First you must draw up a suitable policy according to your company's needs and likely exposure based on the regulations and then purchase a product to support your policy automatically.
Email Archiving For Compliance
A system with built-in auditing capability, such as recording, logging and the retention of database and user activity, or other built-in secure methods such as encryption, will go a long way toward ensuring that the email has not been tampered with. This is particularly important in industries and countries where regulations require organizations to monitor user activity and keep audit trails of activity. In any environment it is important to have an email compliance archive that is easily searchable, so that email can be retrieved quickly upon demand.
An email archive that is cumbersome to administer will quickly become more of a problem than a solution.Email archive systems need to be easily auditable for compliance purposes. Log files and counts need to be maintained as proof of all actions taken relating to the email compliance archive. Logs must prove that all email is being captured and that all emails (including their attachments) can be searched for, found and viewed in their original format.
*It is important to advise users that their email is being recorded and archived.
Email archiving is becoming a standard practice in today's businesses. The implementation of a successful email compliance policy could save your company a lot of time, money and resources under the pressure of eDiscovery requests. The right system will guarantee that you are in a position to respond and that your company is in compliance with all email regulation.
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