Email Archiving Tips

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Email has become, in less than a decade, the central repository of corporate information and the de facto mode of communication. Without email, commerce comes to a screeching halt. As a result corporations are now tasked with the continuous challenge of managing and protecting its electronic property all while meeting new regulations. In order to preserve the corporate memory and protect against the threats of litigation and e-Discovery, many organizations are turning to email archiving as a prudent data retention strategy. However, before initiating an email archiving solution there are a few steps that Security and Compliance Experts and IT Managers should take.

1. Write an email archiving policy. Involve Corporate Counsel, HR and your IT Department as key stakeholders in this process. Make sure that your policy complies with the privacy regulations both domestic and international.
2. Define a policy that includes: What should be retained, for how long, who is covered by this policy. Make sure that your users are not circumventing the email retention policy by archiving messages on their PC’s.
3. Make sure your email network is properly protected and configured for email archiving. Since spam accounts for over 80 percent of the inbound email it is critical that the email hygiene solution be working properly.
4. Subscribe to an email reputation service that allows your company to reject spam without actually filtering the email.
5. Invest in a disaster recovery plan that protects your company data in case of a major event.