Worried about Legal Liability Compliance – Opt for Email Archive Software

Communicating via electronic mails is now a standard norm of every organization. The advantage of centrally storing, locating, indexing, and restoring crucial business records, data, facts, and figures cannot be belittled. Retrieving messages is significant when there is a litigation case, or some party or company sues you. This is the reason many corporations are opting for email archive software to store records in a safe and secure manner. There are several benefits of archiving applications, most significant of which is legal liability compliance. An archival solution helps to restore and back up confidential business data so that they can be produced in the event of litigation.

Compliance with Stringent Laws

What led to the development and popularity of cloud email archive solutions? This is one question that tickles the mind of many. Definitely, it’s legal compliance and liability. As electronic messages have become an integral part of all business communication, industry and government regulators have come forward with certain requirements for effective retention and restoration of company records. Emails are text info received in the mailbox of companies that can become corrupt or deleted by employees. This means loss of info. In case, you are asked to produce records in a lawsuit, and not able to produce it, your business is sure to face a rough weather. Therefore, in order to prevent loss of data, corporations are asked by regulators to maintain certain retention standards. It will help you prove your innocence in a court of law provided you have access to all data, new and old.

Now, the question as to which messages should be retained and which not has resulted in a great amount of uncertainty and confusion. According to legislation, all types of electronic information, be it text, or attachments in the form of word files, PDFs, and presentation slides is mandatory to retain. This rule particularly holds true when it comes to the laws implemented by the SEC (U.S. Securities and Exchange Commission).

When firms asked to produce the required details in a lawsuit, most of the time it was found that information is either lost or deleted. This has resulted in the implementation of stringent guidelines crucial business info can be stored in a secure manner. Organizations failing to comply intentionally will be held criminally responsible and penalized. Therefore, any enterprise that sends and receives loads of information daily must opt for email archive software. Else, non-compliance might result in prison terms.

Emails are primary sources of information in modern paperless environment of giant corporations. As a result, theft, loss, and technical snags might result in the loss of sensitive facts and records. In order to protect businesses against major loss of info, archival solutions came into existence so that archived mails can be retrieved from a central backup system.

Archiving messages also save considerable amount of company costs. It has been found that many organizations have no defined policy. This implies confidential data remains vulnerable to unauthorized users. Once such information is lost or tampered with, it will not only be risky but also prove expensive for enterprises to restore upon litigation and eDiscoevry requests. So, implementing archival appliances or software will lessen the IT department’s budget.

About the Author: Audrian Cambell has been a company head and knows how email archive software works to help you maintain your emails storage and make your job fast and easier.  Here he wants to share his knowledge about cloud email archive and how it helps you and your organization in accessing emails easily in case of litigation.

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