February 12, 2015 by Jatheon

IT Procedural Practices For Email Archiving Part 2

Email ArchivingPreviously, we examined 5 steps you and your company can take to help bring yourself up to date and in full compliance with data archiving regulations.  As you know, on-premises email archiving is the most proficient way to maintain compliance and to help guard against litigation, because all emails are securely stored on the archiving system as they pass through the server, before being delivered to the recipient’s inbox.  Therefore, all data transfers are pristine.

Here, we’ll take a look at 3 more ways you can update and regulate your email and other data archives for full compliance.

  1. Do not create personal archives (PST’s). If a business has not already instituted a formal data retention policy and email archive, employees have probably created and maintained their own personal archive of information. However, within the context of a standardized on-premises email archive, this is unnecessary and time-consuming.  Show workers that personal archives are not practical anymore.
  2. Your data retention policy should be recognized companywide. Many times, employees are not aware that a business actually has an email archive or a data retention policy. During implementation, take care to tell everyone about your data retention standards and be certain that everyone understands your policy.
  3. Finally, make certain that everyone knows that email archiving is automated. Take decision-making on data retention out of the hands of the individual and make sure your archiving technology is state-of-the-art and fully automated. This leaves less room for subjective interpretation and document alteration.

With these 3 tips and the 5 other tips from the last blog, you can streamline your company’s data retention and email archiving process, saving you time and money.

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