Must-Have Properties of an Email Archiving Solution

 

Exploring the essential properties of the modern-day email archiving solutions that every business must have


Emails have been an indispensable component of our everyday lives since their inception. And, because of the COVID-19 pandemic, it became even more vital for the suddenly remote workforce. So much so that in 2020, 306.4 billion emails were sent and received globally every day. However, corporations' number one communication and collaboration tool is fraught with difficulties due to the lack of proper email governance. 


Most of these problems involve maintaining regulatory compliance, email archiving, and avoiding costly enforcement proceedings. And, as regulatory standards change, emails are becoming increasingly scrutinized, making it no longer appropriate to save correspondence for years just in case. Furthermore, new consumer data privacy requirements such as GDPR, CCPA, CDPA, NYDFS, LGPD, CPPA, and others are simply the latest reasons why capturing, indexing, monitoring, and overall good email governance is no longer just an option – they are essential.


Capturing

Since emails contain a variety of data sources, including the subject, body, recipients, metadata, and more, it is critical to collect all of them for successful compliance-driven email archiving. Organizations can capture and archive all current outgoing and incoming emails and previous email data by employing numerous collection techniques such as journaling, mailbox synchronization, and file uploads based on retention regulations.


Common Repository

However, multiple silos of preserved email data create their own set of issues and are inefficient. By centralizing email capture into a single repository, companies not only get assurance that they know exactly where all their emails are, but they also make administration and maintenance tasks much easier and only need to be completed once.


Indexing Metadata

Comprehensive capture and indexing of all email content and attachments are required to support compliance-driven email archiving. Search and retrieval are only as good as the indexing process, which must be capable of producing catalogs that show where search records are stored and what data is contained in the records.


Classifying, Tagging and Monitoring

Custom archive policies that tag emails enable near-real-time classification and monitoring based on email content, metadata, or the existence of sensitive material. Trigger alerts may be set up to inform specific teams based on predefined criteria and assure a quick response. As needed, add more tags to emails. All of this helps you stay compliant, track unwanted behaviors, and make future emails easily discoverable for speedier compliance.


Retention and Legal Hold

To assist with rapid and successful eDiscovery, compliance and legal teams must be able to implement complete retention rules readily and legal holds at the organization, user, email, or metadata level – a capability prominently seen in email and communication archiving solutions.


Search and eDiscovery

When keywords or multiple filters are available to identify emails of interest, compliance and legal teams rapidly will be able to do faster and more effective e-discovery searches across all inboxes. Such search capacity is required if retention, legal hold, tags, or comments need to be added to the detected emails. They will also be able to save one or all the emails found during the search to a case folder for future reference and download them in typical industry formats to meet legal demands.


Compliance scrutiny is expected to expand as regulatory enforcements over financial information, healthcare records, and now consumer data privacy increase. Organizations with limited or no corporate email archiving solutions face costly penalties and reputation damage because of compliance violations. By creating a plan to collect and archive all email content with ILM, legal hold, and retention regulations, effective eDiscovery, search, and access are incorporated by design, lowering compliance risk.

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