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Although email archiving makes perfect business
sense, privacy issues may arise in some
OGY
organisations. Can an employer retain and monitor
any employee’s email?
TECHNOL
of moving old emails from integrity of those emails. Privacy issues
their overloaded mail servers Finally, you need a software Although email archiving
to a central archive that can product that is easy to install makes perfect business sense,
store a huge amount of data, and is not complex for the privacy issues may arise in
CHIVING
reducing dependency on PST user. If a business is to allow some organisations. Can an
AR
files and allowing its employees to search for employer retain and monitor
administrators and end-users old and deleted emails the any employee’s email?
to search for and retrieve process should be simple
EMAIL
emails at will. For enterprise enough even to those with Some companies argue that
scale organisations, the above limited knowledge. email sent using the company
reasons also apply but legal network becomes its property,
and compliance issues will, or What should be stored and therefore management
should, drive the case for Simply put, there are two has a right to check
archiving. The ability to options: keep everything or employees’ mailboxes.
access and retrieve emails delete everything. Keeping However, privacy rights
within minutes without the everything is the best option groups argue that checking an
need to trawl through massive because email is a two-way employee’s email breaches
and complex backups is also communication process. their right to privacy. At the
important. Deleting an email does not end of the day, it is a
erase all traces of that question of trust. Every
There are a number of communication because at country has its own rules and
features that businesses need least one recipient would also regulations regarding email
to look out for in an archiving have a copy. Companies need archiving and email use.
solution. First, the product to define a retention policy Companies need to be aware
must have a flexible search based on the importance of of all of the regulations before
engine that gives the email being archived. setting policy or acting
administrators and employees against a worker.
the ability to search for The CEO’s email, for example,
specific email or conversation should be retained for longer What businesses really need
threads. The product also periods than that of an office to understand is that email
needs to have an adjustable clerk. archiving is no longer an
retention policy to allow the expense but a justified cost of
business to control how, One big advantage of doing business and insurance
where, and for how long email archiving is that it reduces the cover against possible legal
messages are retained. size of end users’ mailboxes or compliance repercussions.
Another important and also the number of Companies that use an
consideration is that the requests for more storage. IT archiving solution find that
database storing the archived administrators can impose 30- the benefits go beyond those
email cannot be tampered to 90-day storage limits where they had expected when the
with. To present emails as emails will not be completely purchased the product.
evidence in court of law, the lost, but safely archived and
company has to prove the accessible at any time. www.gfi.com
MAR/APR 09 WWW.SNSEUROPE.COM
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