Copy Find the lost Knowledge

How much valuable information in any company goes undocumented in a formal way? Email can contain vital business information that isn’t documented or stored elsewhere. Email archiving systems solve this problem. It certainly isn’t the preferred or most efficient method of having standard searchable documentation, but it does preserve a vast knowledge base contained only in email conversations, here something like message intelligence plays a vital role.

Find the lost Knowledge

How much valuable information in any company goes undocumented in a formal way? Email can contain vital business information that isn’t documented or stored elsewhere. Email archiving systems solve this problem. It certainly isn’t the preferred or most efficient method of having standard searchable documentation, but it does preserve a vast knowledge base contained only in email conversations, here something like message intelligence plays a vital role.

Searching (or Needle in a disk)

Archiving and storage of huge amounts of data in storage area requires the ability to search data quickly and accurately. Search capability comes with a cost. As data grows, so do the issues of managing it. Unfortunately, regulations stipulate data must remain in its original state and native format, which often leaves it not being able to be indexed and searched.
This is where archiving software and organisations come into play.

Compliance

Perhaps driving the demand for email archiving solutions to a greater level than legal reasons is regulatory compliance. Regulations require those businesses that must comply with the Sarbanes-Oxley Act (SOX) and UK equivalent (Audit, Investigations and Community Enterprise) Act 2004 (the “2004 Act” ) , Health Insurance Portability Accountability Act (HIPAA) EU equivalent The Data Protection Directive 1995/46/EC, Food and Drug Administration (FDA), and others to maintain a searchable email archive as well as the ability to audit such process. The Securities and Exchange Commission in US and FCA in UK levies heavy penalties against companies that fail to comply with regulations specifically covering email archiving and searching.
HIPAA, as an example, contains some stipulations that require organisations to keep emails relating to details of patient’s medical history until two years after a patient’s death.

The Legal Reasons

Investing in Email Archiving is money well spent, should any lawsuits appear. There’s no statute of limitations regarding how far back a company will have to search its email archives. Restoring this data from backup can prove very expensive and in many cases impossible if the backup is damaged/corrupted and in many cases incomplete. Every business needs an email archiving system that provides access to historical data and provides searchable indexing. Government, healthcare-related businesses and financial institutions have strict requirements in place regarding storage and retention of documents, including email. As an example of email’s admissibility in courts of law, the majority of instances where the contents of an email will be used as evidence are those dealing with civil litigation. In the UK, for example, the appropriate legal system for civil litigation is defined by the Civil Evidence Act 1995, which states that any ‘statement contained in a document’ – and this will include statements in e-mails – is hereby shown to be admissible as evidence into a UK civil court.
mountainpng-1-300x174 The Legal Reasons

Most of your Company’s knowledge in Email

It’s common knowledge that the standard method of business communication is email. Email uses more time than almost any other task. A recent poll by Reuters indicates workers questioned estimated they spend 6.3 hours a day checking emails, with 3.2 hours devoted to work emails and 3.1 hours to personal messages. To add, so much company’s knowledge exists only within email that estimates show it can be as much as 75%. It’s no wonder regulators mandate email archiving and storage.

Email archiving is the act of preserving and making searchable all email to/from an individual. Email archiving solutions capture email content either directly from the email application itself or during transport.