Handling compliance in the age of information

By Sonian
In Channel
July 19, 2012

Article By Sonian

Every day, businesses seem to handle more emails, and with the amount of information being transferred electronically every second, companies are becoming more lax about compliance regulations. Without a fully integrated system to capture and save communication, contracts and records, a company opens itself up to possible future financial penalties or even litigation.

ITSecurity recommends taking away all archiving responsibility from your individual users and employees. Integrate an archiving solution that saves documents for the proper amount of time while still making them accessible to employees. Utilizing a cloud-based service for your email archiving is a solution that will both save documents and interactions and limit the impact the data storage will have on your personal servers.

It is also important that your backup system saves original documents and doesn't show any indications that it could be altered after the fact, according to the source. This is particularly necessary for compliance issues, as being able to demonstrate that no changes have been made to the document are crucial to record's usability. Without proper big data storage choices, your business can find itself struggling to provide the necessary documentation at the right time. Even ignoring future compliance problems, the ability for a document to be stored correctly is crucial for your employees and management who rely on accuracy.

Finding the needle in the haystack

It is not always easy to discover on demand that one document from a group thread three years ago, and near impossible if you don't have an adequate search program or algorithm implemented in your archive. Make sure the system you are utilizing not only captures the files and logs them appropriately, but makes them easy to find.

One of the main purposes behind the digitizing trend is to make items more accessible. Your archiving system should never feel archaic or remind you of the 12 filing cabinets you have tucked in the corner by your accounting department. Your files should be easily narrowed down by date, subject, message and sender.

Email archiving should always be auditable, so if you are unable to discover the date a file was created or who sent the message, you should reevaluate your current compliance standards. Businesses continue to plan for the worst and hope for the best, but even if your files are audited or investigated, a proper archiving system will make the problem a lot easier to solve.

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Author: Kayla Krause