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- Your E-Discovery GPS: Are You on the Right Track?
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- Oh the stories a copier can tell!
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Email Archiving Tips
It is a reality in today’s society that any organization in any industry that has the potential of being involved in litigation in the U.S. Federal Court system must comply with the FRCP requirements. The amendments which went into effect on December 1, 2006 mandate that companies be prepared for electronic discovery. The organization must know where their data is, how to retrieve it, how to meet data requests, and they must determine what data will not be subject to search.
E-mail archiving is a systematic approach to saving and protecting the data contained in e-mail messages so it can be accessed quickly at a later date. In the past, companies often relied on end-users to maintain their own individual e-mail archives. The IT department would back up e-mail, but not in a manner that made messages searchable. If a specific e-mail needed to be traced, it often took weeks to find it. With today's compliance legislation and legal discovery rules, it has become necessary for many IT departments to manage the entire company's e-mail archiving in bulk so specific messages can be located in minutes, not weeks.
Policy-based e-mail archiving software applications allow IT managers to manage large e-mail archives, as well as to free up space on production servers and speed up backup times. These applications typically include indexing and search capabilities, access logs to provide a "virtual paper trail" in the event an e-mail is subpoenaed, and a lifecycle management component, which acts as kind of a traffic cop for all e-mail coming in to the company. The life cycle management component uses rules set up by the administrator. It will classify which e-mail messages need to be archived, migrate the messages to the most economical and efficient storage media, and automatically delete messages when they are no longer needed.
Email Archiving Tips
- Create or update your e-mail retention policy
- Enforce retention policies for the email stubs, markers, and archived email
- Control the use of PST/NSF files
- Make sure your email network is properly protect and configured for email archiving
- Invest is a disaster recovery plan that protects your company data in case of a major event
- Ensure that the whole email compliance process is auditable
