In part three of our ‘reasons to archive’ series we are looking at the challenges of compliance. We will discuss the potential threat to your business, and how you can use an archiving solution to mitigate that risk …
Is compliance important?
The business value of email continues to grow as organizations become increasingly reliant on it for their main means of communication. Governments and other regulatory bodies are responding to this by putting in place compliance standards and regulations to ensure email is managed appropriately. The penalties for non-compliance with these can be severe.
Compliance is therefore becoming a key requirement for many organizations, and as a result they are setting high level corporate governance guidelines. These must be implemented in all areas across the organization to demonstrate and ensure that the business is operating in a compliant manner and to minimize ongoing legal risk.
Why is compliance such a challenge?
|As well as stored centrally in Exchange mailboxes or in archives, email may be held in PST files on network servers and end user devices almost anywhere across an organization.|
|Data which must be retained for a specified period of time will need to be protected from deletion or alteration, whether deliberate or unintentional.|
|Implementing compliance across a large organization can be complex as some key departments may have very specific local business or geographic requirements for retention.|
|Government agencies and regulatory bodies may require an organization to demonstrate compliance, and in some cases audits may also take place on a recurring basis.|
|Compliance policies must be implemented correctly and consistently across all departments, even when operations are dispersed across multiple locations or geographies|
How can archiving solutions help? reasons to archive
Archiving solutions meet this challenge by putting in place a comprehensive set of email management policies which cover not only email data in end user mailboxes and email archives, but also data in PST files on desktops and network servers. These policies will then drive ongoing preservation and deletion activities, allowing you to:
|Organizations can be confident their day‑to‑day email operations meet government and regulatory compliance standards, and in response to regulatory audits they can demonstrate adherence to retention and defensible deletion policies.|
|By implementing policies to preserve securely all data that falls under the mandate of retention regulations or ongoing investigations, and defensibly deleting all obsolete or unwanted data, organizations can eliminate the risk of being non compliant and possibly subject to fines or penalties.|
|Ease of Use|
|A single central set of information retention and deletion policies make the solution scalable and easy to implement and manage, whilst ensuring that compliance can be applied consistently across all areas. End users find it easier to manage and search email because irrelevant or obsolete information is deleted automatically..|
|Implementing retention policies to delete data that is obsolete and no longer needed will reduce the overall volume of data stored in Exchange servers and archives, therefore reducing the ongoing infrastructure and operating costs for these systems.|
Compliance with C2C
C2C provides a single integrated compliance solution for managing the retention and deletion of email wherever it exists across an organization, whether this is in Exchange mailboxes, in archives, or in individual PST files. Critical data is captured and preserved in a secure archive outside the operational email environment in accordance with industry best practice, and obsolete data no longer required by the business is removed by a defensible deletion process.
Driven by a single central set of retention and deletion policies, solutions from C2C enable organizations to manage their end to end email life cycle consistently and effectively. They can meet information governance policies and legal obligations, and eliminate the risk of being subject to fines and sanctions for non-compliance.
Next we’ll look at why discovery is becoming increasingly important, and discuss how an integrated and comprehensive archiving solution can help organizations prepare …