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.
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.
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
Email System Management
Best Business Practice
Improves Employee Productivity
"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
"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
"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