Email archiving software applications enable IT managers to efficiently manage email archiving from a centralized location. By performing indexing and search functions, email archiving software creates access logs to provide ‘virtual paper trails’ should email be subpoenaed. Email archiving software also enables lifecycle management, using rules set up by the software administrator to classify which e-mail messages need to be archived, migrate messages to the most appropriate storage media, and automatically delete messages when they are no longer required.
Most businesses are unaware of just how easy it is to expose themselves and their customers to major compliance and security risks. Hospitals, for example, can inadvertently disclose patient records. Retailers or banks can accidentally publish customer credit card numbers or other sensitive financial data. Operating systems, enterprise applications and database management systems are so complex that an accidental click on the wrong button or a check in the wrong box can potentially set off a security breach. If any of these myriad vulnerabilities turns into a disaster, an organization will be held responsible for its compliance shortcomings.
A recent study underscores the need for effective email archiving software tools. Nearly ninety percent of all US companies are said to be engaged in some sort of litigation, and electronic discovery has now statistically become the number one most litigated issue for large companies, underscoring the vital need for robust email archiving software systems.
Email archiving software is necessary to aid compliance with legislation such as the Sarbanes Oxley Act and Gramm-Leach Bliley Act. In many legal jurisdictions around the world, regulations require that email archiving software be used to retain company email for up to seven years.
Because of the persistence of electronic records, securing the data environment and ensuring compliance can be a demanding task. Efficient email archiving software can greatly help to resolve many of these challenges. Litigation triggered by problematic e-mails, and the mandated recovery of electronic communications in connection with business disputes or investigations, have become commonplace. Email archiving software can significantly help to achieve compliance while also improving efficiency of all communications systems within an organization.
