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Email Archiving and Compliance
What is an email archive?
It is an automatic means of recording the details and content of every email sent or received by an organisation in a tamper proof and auditable manner.
An appropriate email archive should enable you to ensure compliance with government guidelines and internationally published codes of good practice, including:
- BSI 7799
- BSI PD00008, PD0010, PD5000
- Data Protection Act
- RIP (Regulation of Investigatory Powers Act 2000)
- Employment Law
- SEC 17a
- Encourage adherence to company email usage policy
- Ensure maximum legal admissibility and evidential weight
The email archiving mechanism should also help manage the problem of increasing email storage requirements and provide a means of searching and retrieving archived email.
Who needs email archiving?
Any organisation that
- Regularly exchanges contractual or sensitive documentation
- Could be the subject of Subject Access Requests
- Is required to maintain records and data over a number of years
- Needs to maintain a reliable record of communication in case of future litigation
- Has large message stores which are difficult and time consuming to backup
- Has users constantly exceeding email storage quotas
- Almost any organisation would benefit from the deployment of an email archive. However it is particularly applicable to organisations in the following market sectors: Finance, Construction, Police, Health, Government, Local Government, Legal, Defence companies.
What solution does ecommnet recommend?
Our recommendation would depend on a balance of relevant factors; including:
- Your existing mail infrastructure e.g.
- MS-Exchange
- teamware
- Domino / Notes
- Groupwise
- Your willingness (or otherwise) to implement a database for the archive
- Your available budget
- Your organisation's size
- The relative importance to your organisation of discovery, message management and compliance
- Email client integration requirements
Our approach is to consult with you to assess how all of the above aspects affect your organisation. We would then make a recommendation as to which of these solutions optimally meets your requirements. Please fill in our feedback form if you would like to know more.
To find out more and to discuss email archiving for your organisation please contact us
Email Archiving and FOI
If you are a Local Authority or other Regulated Body you should read our article on your responsibilities under the Freedom of Information Act.
Obligations for Public Authorities To comply with The Freedom of Information Act 30th November 2000.
Legislation & Email Archiving : an update
Executive Summary
Key aspects of the
act
Code of practise
on 'The Management of Records by Public Authorities'
Questions to ask
your email administrators
References
Related Issues
Email archiving & Compliance
Compelling reasons to use the Webroot compliance archiving service
E-mail as Evidence
Read Robert Campbell and Stephen Mason's article on email archiving and the the use of e-mail as evidence
FREE COPY
Email and the Internet
If you would like a free copy of Stephen Mason's excellent book "Email
& The Internet"
please click here
