Email Archiving

What are legal issues surrounding email archiving and compliance?

Email archiving, is associated with a host of compliance issues. A large number of corporate laws govern the activities of companies that use email archiving processes. Let us take a look at some of the most important legal issues related to archiving:

The Sarbanes-Oxley Act is one of the most important laws related to archiving, albeit only in certain countries. Section 802 of this Act needs auditors to keep any auditing information for up to 7 years. The meaning of this information is all records that may be relevant for auditing or for a review; if auditors fail to do so, it is considered to be a crime, and there may be a jail sentence for up to 10 years.

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Apart from becoming one of the major communication tools in the information technology business, e-mail has also graduated into one of the significant performance deciding factors that is a key to business success. Yes, not only proper business e-mail drafting but managing e-mails smartly as well plays a vital role today for a business and the employees who work there. And the first step of a proper e-mail management is archiving of e-mails.

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E-mail archiving is the systematic approach to protecting and saving the e-mail messages containing relevant data so that they can be accessed at a later stage for future use. E-mail archiving is such an IT application that is complete in itself, and it runs independently. The e-mail archiving application works in sync with an e-mail server.

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There are two principle roads for archiving emails – “hosted” systems and in-house archiving of emails. In a ‘hosted system’, the email archiving work is the responsibility of a different company. The company connects to your email serve and gets the emails as they are coming in and then they are moved and stored at a different location.

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How to compare e-mail archiving tools?

There are so many emails that a big organization receives that it can become a serious issue to store them and the performance can also become a problem for the email server. The emails are taken from the server for indexing and archiving on a regular basis and this is done for secondary retention. If someone needs an email later, then it can be located after a search in the archive and retrieved later.

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How long should email be archived?

The systematic way of saving data in e-mails so that they can be easily accessed later is known as e-mail archiving. Earlier companies had to rely on the end-users maintaining their own individual e-mail archives. But today's compliance legislation and legal discovery rules has made it necessary for IT departments of companies to maintain e-mail archives in such a way that a particular mail can be found within minutes.

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Email Archiving

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