"Federal rules now require companies, government agencies, school districts, and other organizations that might be sued in federal court to have systems for retrieving electronic data, such as e-mail correspondence, if it is needed as evidence."
.....Education Week: Published online 01/22/08
Take a proactive approach to email compliance management.
You cannot afford to leave email compliance management to chance. If your organization becomes embroiled in litigation or a regulatory investigation, the production of subpoenaed email and other electronic business records is mandatory, not an option.
Take a proactive approach to email compliance management by adding EntireTech Email Archiving to our Businsess Class and Exchange Email services. Combine email policy and email retention policy with employee education, supported by email archiving to maximize compliance with the ever-increasing e-discovery guidelines set forth by federal and state courts and government and industry regulators.
Recommendations to protect your organization and stay compliant.
- Automate the archiving process with EntireTech Archiving to enhance productivity, reduce search costs, enforce email retention policy compliance, ensure the legal validity of electronic evidence, meet e-discovery obligations, maximize legal and regulatory compliance and minimize organizational risks.
- Define business record on an organization-wide or department-by-department basis. Make sure users can distinguish business critical email messages from personal and otherwise insignificant email. Make clear what role, if any, individual users play when it comes to email record retention and deletion.
- Form an email management team made up of your legal counsel, compliance officer, records manager, human resources manager and IT director.
- Establish a formal, written email retention policy.
- Educate all of your email users. Don’t expect users to understand business records—or their individual roles in email management—without formal training. Address, among other topics, legal, regulatory, and security risks facing the organization and individual users; content and usage rules; email monitoring realities vs. privacy expectations; laws and regulations governing email content and record retention; e-discovery risks and requirements; and disciplinary action—up to and including termination—awaiting users who violate email policy, email retention policy, federal and state laws, or regulatory rules.