We’ve become very familiar with business email. Most of us send them without a second thought. We see email as a quick form of communication, nothing more. But that isn’t always the case. Every business email has the potential to hurt your business, at every stage in its existence.
Jatheon Email Archiving Blog
The New Year is upon us, and it’s time for a few resolutions. People are taking up jogging, gyms are packed and cigarettes and chocolate sit untouched on store shelves. This is a time when we all try to make changes for the better. But we shouldn’t restrict those changes to our personal lives. Your email retention procedure could use some positive changes there too.
When you work in email archiving, when you deal with it on a daily basis, it’s easy to assume that everyone is aware of it. Your daily life involves constant reminders of the importance of email retention, so it’s hard to imagine that others would forget about it. Or worse, have no idea that it’s a requirement.
Email is a vital part of business communication, and as a result a vital component in eDiscovery and compliance requests. The best way to effectively manage your email history is to use an email archive system. However some businesses don’t feel that a dedicated email archive system is a requirement.
Delete is a scary option. There aren’t many times you’ll swallow hard before clicking ‘ok’, but delete tends to draw that reaction. It may be a generational thing, but most of us are very suspicious of deleting. We’ll create copy upon copy of a document, just to make sure we don’t lose data. Because we know the potential consequences of clicking delete, or even just accidentally clicking ‘Do not save’.
This fear usually comes from the lazier part of out minds, we’re not really afraid of the delete. We’re afraid of repeating the work. The real fear comes in when you think about deleting and compliance.
Deleting Email and SOX
The Sarbanes Oxley Act became law in 2002 and irrevocably changed the way files should be stored by businesses. The act was seen as a direct response to the financial mismanagement of companies like Enron. It sets down strict rules for how important documents should be managed and put serious consequences in place for companies who fail to comply.