It is not only prudent to keep your company records safe, it is now the law. All email communications going in and out of a corporation need to be stored away in a manner that allows for easy access in the case of litigation or investigation. Legal trouble can be headed off at the pass by using email archiving solutions.
In order to be in compliance with new federal laws, all emails and their attachments must be archived. This is easily accomplished with new email archiving software and appliances. It is not necessarily a negative thing. The new laws have actually caused a revolution of sorts in the email archiving industry. When the laws and regulations became more inclusive of all businesses using e-communication, new technology was developed to help with the compliance issues facing companies that have never had to deal with this issue.
The former ways of handling email were inefficient and unreliable. Now it is possible to automatically store away all emails and their accompanying attachments. Then the emails are archived in complete form and protected from tampering. These are also necessary to adhere to the law. No unauthorized person may access or alter any archived email message and there is an access log to keep track of any who do.
The company IT department can easily manage the email communications through use of email archiving solutions available through Datacove. Backup becomes quick and easy. The main production server for the daily operations is not encumbered by the bulky email storage of the past. The email is now stored separately in a plug and play type appliance.
Email archiving solutions have various features that can be tailor made to your company's needs. A search engine that is easy for all in your company to use would be a wise choice. Most employees are at varying levels of computer savvy and all should be able to use the system without having trouble.
The archive administrators must be able to easily maneuver through the program to search out and find any documents that need to be accessed. It may also be necessary for other employees to have access to the documents. Levels can be set as to level of access for each phase of the program, which is similar to what most companies use to grant or deny access in the company networking system.
Specific messages can be found as well as message threads and any attachments that may be involved. These systems are tamper proof as well so no message or document can be changed from its original form, which would be a violation of the law. The access log is an effective tool for monitoring access to the archives. Data Cove offers the optimal solution for email archiving issues.
|
