Does your company have a legally compliant method of backing up and storing emails?
Creating an email retention policy is a very important part of your company's structure. Being prepared for any legal proceedings that might arise, or having important electronic records of transactions is only sensible when setting up your company's operations.
The Federal Rules of Civil Procedure state that every company in all industries must have a reliable means of backing up and archiving emails in the event that they are needed as evidence in a civil proceeding. This same law applies to paper documents as well, but was revised in 2006 to include electronic communications as well.
Older tape backup systems were meant to store data pertaining to hard drives and file servers. They cannot accurately archive and index emails, because there's no reliable means to retrieve the email data once it's been recorded. Tape systems often corrupt, or there are missing spots from in between backup cycles. You also can't guarantee that the emails aren't altered or tampered with.
Data Cove can help you with creating an email retention policy that works for your company, no matter how large or small it may be. You will feel safe knowing that your company is compliant with federal laws, as well as being able to produce emails promptly and easily.
Data Cove's plug and play email archiving appliance connects anywhere on your company's network. The software installs easily in about half an hour. The search function is as easy to use as a web browser, and emails can be found using criteria such as sender's name, date, subject, or other key words or phrases in the body of the email.
The emails are triple encrypted, and digitally signed and verified. They are stored in Data Cove's receptacle in ZIP format to maximize the storage capacity. You can search for specific clients, and follow invoices, transactions and all communications, and generate full reports. Data Cove is easily configured for permissions, so that only the people you want to have access to the data, will be able to read them. Original documents can't be altered, and any changes are saved in appended forms.
Call Data Cove today for a free evaluation of your existing email archiving system, and let them help you create an email retention policy that will not only get your company in compliance with federal laws, improve your efficiency and productivity by being able to keep track of every email your staff generates to clients. Why wait until you have legal problems to find out how a Data Cove would help you? You can make a fast phone call and start getting your company ahead right now!
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