These days, businesses seek to adopt more compliant email practices in order to deal with litigation and eDiscovery requests more effectively. To this end, there is a demand for not just email archiving, but complete disaster recovery as well. Email archiving has been a godsend since regulations and compliance laws started popping up. It has established itself as an invaluable support in the event of eDiscovery. However, there is still a wide gap between email archiving and disaster recovery in many organizations, and this could throw a wrench in the works when an eDiscovery request comes in.
Where does your organization store email?
Think of it this way: how many different systems are storing email in your organization right now? It could be 5 different places: the main server, the backup server, the email archive itself, an archive backup, local user archives or server backups of those. There could be as many as 5 to 7 copies of each message, which makes it tough to follow the main data retention policy.
The main email archive must contain every email.
It is essential that your main email archive contains EVERY email so that it can be fully compliant with eDiscovery best practices. In addition, email messages have to be deleted from every storage medium when the data retention policy dictates so. The problem is that companies can inadvertently make some serious mistakes because of the gap between archiving systems and disaster recovery processes. Those same mistakes can ruin a good eDiscovery strategy since costly searches have to be carried out for messages stored outside the archive. Here are some of the problems that can come up:
- Messages are sometimes deleted from a storage medium on time, but are allowed to stay in the primary email inbox beyond the retention period.
- The email messages stored in local archive files (such as Microsoft PST) are unmanaged and allow access to emails after the retention period expires.
- Backup tapes are often poorly managed and can retain data longer than the retention period states (even indefinitely!).
This causes a myriad of problems for companies when archiving and email disaster recovery cross paths in the wrong way. The best way to approach this problem is to simplify and consolidate the systems by using a proper, compliant email archiving tool while moving away from on-computer email archives.
Stay tuned for important updates about email disaster recovery from Jatheon. To learn more about email archiving, download our free eBook “Email Archiving: Best Practices For Today’s Leading Enterprises”.