One of the most vexing problems facing companies today is the retention of all email communications. Depending on the mail retention policy of the company, it can involve the storing of all email and internet based communication and any documents that are attached.
This storage can cause several issues to develop and they tend to happen quickly. One issue is the storage space that is necessary to hold this information. If stored on the company server it can create a serious problem with server speed and daily operations can be hampered. Another problem is the retrieval of such information when necessary. There is no reasonably simple way to find a document attached to an email an employee may have received long ago. If the email messages sent back and forth are simply done in reply mode, the subject of the document you are looking for may not even be obvious to you in the subject line.
These problems have a definite and easy fix. Email archiving solutions are available from Datacove by Tangent. The communication can be stored externally and indexed through a sophisticated search feature. The option to have your ecommunications stored and managed by a third party is a good one.
Either of these email archiving solutions will put an end to your storage and retrieval issues. The storing of the emails and accompanying documents outside of your current server will free up much valuable space. That will allow for faster server response in your everyday dealings.
The indexed and organized storage of this information will create an easy retrieval process. The retrieval of all information will be critical in an audit or the need for a paper trail. Federal law states that some companies are responsible for maintaining their records. Besides financial records, it is now mandatory to maintain communication records as well. FRCP laws also require the communication to be free from tampering, changing, or eliminating communications sent or received by email. Using another company to maintain your email and accompanying attached documentation gives an additional layer of accountability to your mail retention policy.
The new laws on email discovery went into effect in 2006. In the past, only those in the financial, healthcare, and publicly traded entities were regulated in their communications. The new laws of 2006 require that any company involved in litigation be prepared to show all email and IM communications that have any bearing on the suit. Since lawsuits tend to happen after the fact, one can never be sure what will become important within the context of the litigation.
There are specific ways that the information must be managed or a corporation can face sanctions, either civil or criminal. Datacove has simple solutions to these concerns. Call today!
|
