The new email archiving policies written to satisfy the FCRP, the Federal Rules of Civil Procedure, make it mandatory to utilize an organized system to store and index your company emails and all electronic communication. The easiest way to accomplish this may be to make use of an email archiving solution available through Data Cove.
The FRCP's most recent amendments call for specific management strategies for the saving of company data that comes through the internet. Both internal and external communications are included. The data must now be stored so that it can be easily be retrieved in the case of a discovery order made while involved in legal issues. Every company across all industries is included in the new laws.
In the past, it has been adequate to just add more and more memory to the company's existing database in which to store email communications and their accompanying attachments. The problem with this email archiving system was that there was no good way to manage those messages. It was difficult to find and retrieve a past message or document, as there was no way to search for it without intensive and laborious methods. The emails stored were only typically saved for 90 days and then deleted from the system. Employees were often left to decide whether or not a message was worthy of storage in some cases. This is no longer an acceptable practice. In fact, it could be seen as a violation of current laws and regulations.
The outcome of this type recordkeeping could be detrimental to your business for other reasons as well. Proper email archiving can be a valuable resource to you in managing sales patterns and trends, and in communications that can be ongoing with clients or customers. By deleting messages after a short period of time, the opportunity for marketing tactics would be hampered.
A system that attempts to save all messages and attachments within the company's database will most likely cause slowing of the server response and may even tend to lock up the server at times. The new solutions allow for storage of email archives in a separate database that has no bearing on the server that is used for the company's daily business operations. Much more storage is also possible, and for a law compliant period of time.
Storage is not the only advantage to the new systems. An intricate and super efficient indexing system within the email archives provides a simple search feature. This is crucial to the finding of any electronic communication or attached document quickly. There could be a time when a judge in a legal case will order a piece of communication brought up for discovery and the time frame in which to produce the message or document is not lengthy enough. Date Cove is your assurance that compliance is not an issue for your business.
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