Why is email archiving necessary?

60%-70% of business critical data is in email form. In 2007 alone, over 2.7 trillion email messages will be passed between mail servers in the United States. Companies need a simple yet effective solution for managing their email data. 


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Overview

An e-mail active-archiving product provides a searchable archive of all e-mail messages for a defined period of time. It can be used independently or as part of a corporate records repository for legal and business uses. It also can be used as a solution to reduce the size of production email data stores to gain operational efficiencies (reduce backup time, improve recovery and eliminate the need for quotas while still keeping the active data store lean).

"By 2010, 30% of enterprises will have deployed an integrated content archiving platform e-mail archiving initiative." - Gartner Research 2007.

Email System Management

Increase email server performance and reduces TCO. More Info

Best Business Practice

Archives all email users or a subset of email users for corporate governance. More Info

Improves Employee Productivity

End Users Self Recovery and Management. More Info

"46% of users spend more the 2 hours a day in email, and they spend 60 minutes per week managing their inbox" - Osterman Research, 2007

Reduces Burden on IT Staff

Centralized management storage and management of emails, while reducing the size of email storage. More Info

"50 – 75% of the costs of managing an email system is labor, as a result of IT staff spending on average of 4.2 hours per user per year managing email." - Osterman Research, 2007

Knowledge Management

Email archiving/retrieval as the "Corporate Memory" enabler. More Info

"60 – 70% of business critical data is in email form." - KM World, 2007

"2.7 trillion email messages in 2007, in the United States." - eMarketer, 2007

U.S. Industries Affected by Compliance Laws


Regulations Affected Industries
EEOC requires emailed resumes to be kept for a minimum of one year All employers
SEC Rules 17a-3 and 17a-4 Securities firms, investment banks & advisors
SEC Rules 17a-3 and 17a-4 Insurance agents & brokerages that deal in securities
Sarbanes-Oxley Act of 2002 All public companies
Sarbanes-Oxley Act of 2002 Firms estimated to be acquired by public firms
Sarbanes-Oxley Act of 2002 Accounting firms for public cos. (also required to archive their own electronic records)
Health Information Portability & Accountability Act (HIPAA) Healthcare providers
Freedom of Information Act and state or local “open records laws” (also called “sunshine laws”) Government entities (state/local)
Same as above if participating in government student-loan programs Higher education institutions
FDA 21 CFR Part 11 Food, drug, and medical device manufacturers
Gramm-Leach-Bliley (GLB) Act Banking and Finance
DOD 5015.2 STD US Department of Defense

eDiscovery is a Provision in Federal & State Statutes

Federal Laws and Rules
  • FRCP (Federal Rules of Civil Procedure)
  • (The Federal Rules of Civil Procedures (FRCP) govern civil procedure in the United States district courts, or more simply, court procedures for civil suites.
  • USA Patriot Act
  • Freedom of Information Act
State Laws and Rules
  • (States make their own rules that apply in their own courts, however most states have adopted rules that are based on the FRCP).
  • SRCP (State Rules of Civil Procedures)
  • Public Records Laws
  • Open Meeting Laws