Jump to: Current Customers | Main Menu | Content | Footer

Email Archiving Regulatory Compliance

Comprehensive archive solution designed for customers who are regulated by email retention requirements

In the past few years the legal and regulatory requirements regarding email have become a minefield. Today it is almost impossible for a small business to cost effectively conform to all the regulatory requirements governing information retention and privacy.

  • Message retention
  • Controlled Access
  • Information and process integrity

Many new regulations governing records retention and the handling of sensitive and confidential data have been imposed on companies worldwide. These regulations apply to electronic records in addition to paper records. For example, a U.S. Securities and Exchange Commission rule requires brokers, dealers, and exchange members to retain original copies of all communications for a period of no less than three years, with communications less than two years old kept in an easily accessible location. The U.S. Health Insurance Portability and Accountability Act (HIPAA) mandates that companies and health care organizations safeguard the security and privacy of employee and patient medical records. The European Union Data Protection Directive of 2002 sets legal standards for processing personal data and protection of privacy, imposes stringent restrictions on which personal information can be collected and stored, and dictates rules for passing personal data to non-EU countries. Noncompliance with these regulations can carry a high cost, ranging from fines to even prison terms for egregious neglect by corporate officers.

Well-known legal cases (including Microsoft's own run-ins with the U.S. Department of Justice and the European Commission over antitrust issues) have highlighted the dangers that email and other electronic records can pose to organizations, especially when the organizations are not even aware that certain records exist because they are stored in users' mailboxes or have been copied to private locations. Email records can be subpoenaed or required to be disclosed under the rules of discovery (the compulsory disclosure of information that relates to litigation). According to Microsoft, one in five employers in the United States has had email subpoenaed, and the frequency of such requests will probably rise: in Dec. 2006, the U. S. Federal Rules of Civil Procedure strengthened rules concerning search of digitally stored information (including email) during discovery such that it is now harder for a defendant to claim that excessive cost or business disruption prevents them from producing the required records. Furthermore, sometimes organizations can even be held liable for objectionable or inappropriate e-mail content sent by employees.

InboxSolutions Blog LogoRead the InboxSolutions Blog
Who we are, what we're thinking, how we're working hard to bring you the best possible email service.
InboxSolutions Community LogoInboxSolutions Community
Read up on our technology, our services, and ask questions.