Tips for keeping up with email archive audits

By Sonian
In Channel
July 25, 2013

Sonian Marketing / Sonian

There are a number of requirements that organizations need to meet when creating and maintaining email archiving solutions. Simply putting these tools into use within corporate infrastructure doesn't imply that these resources are compliant. There are many ways that digital long-term storage can fall out of sync with business operations, creating eDiscovery and audit issues. When firms want to promote proper archive options, they need to be sure that they're performing maintenance on their cloud systems on a regular basis.

One of the most important things that firms should do on their own turf is ensure that their hardware is synced properly and as up-to-date as possible. This allows companies to feel confident that their physical technology is working at optimal levels with virtual cloud deployments. However, there are other issues that firms should be aware of.

Order and organization
An email archive solution is essential for performing fast and accurate audits. In order to ensure that these tools are working correctly, Jatheon recommended that businesses collate their long-term storage every time more information is added to the archive. This allows businesses to obtain a firm grasp on what data they have in their cloud storage resources. Such clarity in information management helps companies determine if their assets are properly organized so that they can facilitate rapid eDiscovery and audit responses, as well as providing corporations with meaningful use when investigating these archive depths for business analytics purposes.

Policy and privacy
Another key factor that firms may overlook is whether their email archive tools actually meet state and federal compliance guidelines. Business 2 Community wrote that there are a wide array of file types and system requirements that companies must meet in order to fall within government regulations and these policies are likely to change on an irregular basis. If organizations aren't paying attention to modern technology guidelines for their cloud-assisted email solutions, they could be harboring a noncompliant system without even knowing it.

Another major stumbling block, the source added, is improper asset destruction. Even in the cloud, accidentally deleting an essential file is not an uncommon occurrence. If a business should do so, they need a fallback for recovering this information, or else the archive could once again fall out of compliance. Regularly checking on government guidelines can help companies avoid these issues, as can partnering with a vendor whose software updates automatically on behalf of the cloud service.

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