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10 Must Haves For An Email Archive Policy
Have you thought about the impact of losing valuable electronic business records and the effect this could have on your business. By planning for such a disaster and arranging data storage back up and appropriate email archive solutions, you could prevent loss of data and retain information that is central to your business.
Without a data storage back up solution, an e-discovery request could send your IT and legal departments scrambling to perform necessary recovery tasks. When the Federal Rules of Civil Procedure (FRCP) were changed in 2006 to address the use of electronic information in federal litigation, many organizations found themselves struggling to create timely policies and processes for e-discovery requests.
These 10 must-haves for your data storage and email archive solutions discuss some of the most important things to consider when implementing a data storage solution or email archive policy.
1. A clear, effective AUP will complement your email archive policy:
The first step to staying in compliance and avoiding possible legal troubles is to prevent misuse of your company network in the first place. Create an AUP that clearly states what is and isn't appropriate, and you'll head off a number of compliance problems at the pass. An AUP works hand in hand with your email archiving policy.
2. Set a criteria for your data storage back up:
Develop a clear picture of what constitutes a business record and, as a result, what needs to be retained by employees and departments. Educate departments about these records, and if need be, develop individual criteria for each department or group within the company. Emails and attachments are some of the most often-requested electronic business records, but be aware of other files and records that could be requested as well.
3. Email archive deletion schedules:
Maintain a consistent deletion schedule for emails that are only required for a limited amount of time.
4. Policies for dealing with PSTs and organising your data storage back up solutions:
Personal files such as PSTs can add up quickly. If left unchecked, these files can clog up your system and create a compliance roadblock. Develop a policy that addresses removing these files from your system.
5. Timescales for finding and archiving emails:
Centrally managing your email archiving with an email archiving solution can save huge amounts of time when confronted with an e-discovery request. In some e-discovery cases, corporations settle merely to avoid having to search for data because the process is so time-exhaustive. Know how your files stored, where they're stored and how long it will take you to do the necessary searches should you be asked to find them.
6. Knowledge of data storage back up limits:
Know the limits of your company's storage abilities, and determine whether an outside solution is necessary. Understanding the costs of your current storage and the potential costs of purchasing more can help you justify an email archiving solution to management.
7. Requirements for reporting:
Know what is required of you by each compliance initiative. Educate employees about your data storage back up regulations.
8. Knowledge of the penalties:
Understand the penalties for non-compliance. Further, know where your organization has been lacking in compliance in the past. Keeping detailed records of non-compliance, penalties or potential problems in the past can help IT, legal and management prevent non-compliance in the future.
9. A group approach to your email archiving solution:
An email archiving policy involves everyone. When e-discovery requests happen, the onus is on IT to find the data in question. Your email archiving solution needs legal, IT and management input - the more aware everyone is of email policies and practices, the easier it will be to remain in cost-effective compliance.
10. A no-exceptions clause or the closest thing to it!
In the event of a lawsuit, even the smallest exceptions can be brought to light and used against your company. Make no exceptions for anyone in your company - make sure everyone is aware of the policy and beholden to it.
Actions
1. Create a written document that explains acceptable use. Address personal use, sexual harassment, language guidelines, discrimination, etc. so all employees have a clear picture of what is and isn't allowed.
2. Educate employees about this policy, and keep a record of these education efforts. Ensure employees understand about their privacy expectations and corporate ownership of emails.
3. Consider automating processes to reduce human error and prevent violations from happening.
4. Create a clear email retention policy, and educate employees, IT, legal and management about what will and will not be saved.
5. Enforce, enforce, enforce! While a written policy is a key step in showing compliance, enforcing the policy can prevent you from getting into trouble in the first place. Keep enforcement constant and consistent across all units within the business.
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