Email Archiving and its Importance

Recent research has shown that even though e-mail archiving was once thought of as being used only by public companies or financial services firms, proper e-mail archiving practices can benefit businesses of all sizes and industries. More and more businesses are now using archiving for storage management, to monitor employee communications and for disaster recovery.

Probably not a favorite use among employees, monitoring workers’ communication is usually used in legal proceedings which request e-mail evidence in association with an employees’ violation of corporate e-mail policies and misuse of business e-mail.

With e-mail archiving, alerts can be set up to notify your corporate HR department or compliance manager each time an e-mail with a suspicious “keyword” is sent. You can flag keywords such as “easy money,” “boss,” “medication,” “patient record,” “meds,” “SSN,” “ID number,” “client file,” “job,” “career” and “resume.” These words can be located in the subject, body or attachments of e-mails enabling action to be taken immediately after a violation occurs.

Current Federal Rules of Civil Procedure that went into effect in December 2006 require businesses involved in federal court cases to identify, preserve and collect electronically stored information. Most small and medium-sized businesses do not have a dedicated legal department. As a result, the responsibility to search for and retrieve the necessary data falls on the company’s IT staff. Because of this, it’s important for businesses of all sizes to enhance their e-mail retention strategies to mitigate risks by putting into place an e-mail archiving system.

Contact Email archiving solutions company or exchange email archiving company.