There are different ways to protect your company's emails and keep them in compliance with federal laws. Competent email archiving services are the best way to deal with this need. The Federal Rules of Civil Procedure mandate that companies in every industry keep their company emails for a set period of time before letting them be destroyed or deleted. This law is based upon the laws that required companies to keep paperwork for the same reason, in the event that any information is called upon, to be presented in a legal discovery proceeding.
Some companies choose to use hosted email archiving services which collect the information and store it off site for a monthly fee. Your email archives and records are subject to a third party's security and trustworthiness. You can have contracts, non-disclosure agreements and other instruments designed to protect your employees' confidentiality, but wouldn't it be better to have a safe, reliable in-house solution that you can administer with your own staff?
Data Cove offers email archiving appliances that fit every size business and their email storage needs. With a compact storage device that's easily installed into any network, and easily installed software, the user-friendly interface lets you search your company's emails as easily as using a web-based browser. Many different criteria can be used to search the emails as well, from author, date, subject and any number of keywords or phrases. The permissions for all levels of access are easily set and any access can be monitored, and full reports can be easily generated in minutes.
Other methods of backing up data don't discern between the raw data from files and programs from your email's data. Information on traditional backup systems is often stored as raw data, and can be very difficult to access and separate later if it's needed for any reason. It isn't indexed or archived, so a manual search of data line by line may take an inordinate amount of time, and the format in which the email was sent can also obscure critical information.
No one wants to be the target of a legal proceeding, or have a court order to produce emails from their company's networks. But wouldn't it be so much better to be prepared and in compliance with federal law, just in case? Save your administrator's time and resources by keeping the information you may need easily accessible, and yet secure.
If your company needs a reliable email archiving method to ensure legal compliance, and bring your company's email archiving policy up to date, give Data Cove a call and see what they can do for you, and get a free evaluation of your company's existing email storage archives. Safeguard your staff's confidence and privacy while keeping your storage solutions in house where they belong. Email archiving services provided by Data Cove are without question the preferred method for coping with archiving needs and legal requirements.
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