Email Archiving And Compliance: Beneficial for Your Clients

By: Audrian Cambell


As more and more unorganized data accumulates in a companyís mailbox, the question arises where to store it in a safe and secure manner. And, how all of that information can be retrieved when the need arises. Communication via electronic mail has been a common practice in corporations for quite some time. Most of these are attachments like word documents, PowerPoint slides, PDFs and images. With so many attachments being sent and received, space required to store them is a concern. Again, regulatory norms like SOX (Sarbanes-Oxley) and eDiscovery mandates make it necessary not just to store messages, but also recover specific documents in an instant. So, itís no wonder why organizations are opting for email archiving and compliance.

When it comes to email storage software, itís a boon for your client who lack in house resources to execute it. Thatís because archiving calls for a huge amount of specialized skills if implemented for the purpose of compliance and litigation.

Although an archival system has some similarity with data backup, there are primary differences. As far as backup is concerned, it recovers all records in the event of a disk failure, or any other disaster. A storage system, on the other hand, with retain crucial business documents along with other details like when a specific document was created, changed, and last modified. This is the reason archival solutions are more beneficial for your clients as files are retrieved in an instant.

The greatest benefit of an archived system is that it allows you to find information as part of legal proceedings and compliance. This means your client is required to put more forethought and planning as to what records need to be stored and how it must be tagged. Such decisions call for detailed consulting and specialized skills. Therefore, if your client is required to produce old documents in a court of law, there is nothing like email archiving and compliance solutions.

According to regulations like HIPAA and SOX, organizations are not only required to store info and other internal communication, but also to procure the same during an audit. According to Federal Law of Civil Procedure (FRCP), amendments in the year 2006, it has been stated all form of electronically stored information, including mails, are valid enough to be produced in a court. In this regard, the significance of advanced archival systems simply cannot be belittled.

HIPPA and Sarbanes-Oxley regulatory norms are only applicable for particular businesses; however, all other companies need to concerned about eDiscovery requests. Most of these enterprises will need to recover old business records as part of litigation at one time or the other. For instance, if the employee strength of an organization is greater than 20,000, the possibilities of eDiscovery requests might rise up to 90 percent. Procuring and recovering all the info can take up several months and cost several million dollars, if an establishment lacks in terms of appropriate mail storage solutions.

As far as cost is concerned, storing data on high availability disk can prove to be exorbitant. This is the reason many enterprises are opting for archived storage as it is cost effective to save data on cheaper disks.

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Audrian Cambell has been a company head and he knows how email storage software works to help you maintain your emails storage and makes your job fast and easier. Here he wants to share his knowledge about email archiving and compliance and how they help you and your organization to access emails easily.

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