Email is increasingly being cited as primary evidence in high-profile legal cases. Consider the number of sexual harassment claims, antitrust claims and discrimination actions that crop up in the news every day. It’s a headache for most employers, who are often held responsible for the email communications exchanged by employees. Consider these stats:
- – The sending of inappropriate emails by employees caused embarrassment for a top UK law firm, and the world’s media bombarded their head office for weeks.
- – In the UK, the Inland Revenue office took action against around 200 employees in relation to misuse of email.
- – A total of five Wall Street brokerages had to pay $8.25 million because they had discarded email related to customer transactions.
- – In the UK, a bank was fined £2.3 million for failing to adhere to compliance regulations.
Email: The Cause of Potential Compliance Issues
Every day, important business decisions and commitments are communicated by email. Confidential financial documents are sent via email as well. Companies are required by law to preserve email correspondence in accordance with specific retention periods. When compliance isn’t adhered to, there can be substantial legal penalties.
For instance, the Sarbanes-Oxley Act of 2002 contains some ominous statements: “Whoever knowingly alters, destroys, mutilates, conceals, covers up, falsifies or makes a false entry in any record, document . . . with intent to impede . . . shall be fined under this title, imprisoned not more than 20 years, or both.”
The drive toward email archiving is on the increase, but the majority of companies still do not have a functional and clearly defined email management policy.Companies are required by law to retain email. Otherwise, there can be substantial legal penalties. Click To Tweet
Email retention issues
- – During retention periods, all organizations have to ensure that their data is available, searchable, secure and quickly recoverable.
- – During legal proceedings, harassment cases and eDiscovery requests, access to email archives is often required for evidence.
- – The integrity of email is vital so that it can be used as evidence in court cases.
All of these issues have one easy solution: a secure email archiving appliance! Get more details in our free whitepaper “Simple Steps to Compliance” by clicking on the image below.