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When Email Management and Compliance becomes an IT Nightmare!

The pace of change in technology and the associated risk of data breaches demand an effective risk and compliance management program for email and file data. From discussion with our clients, we have found that a secure, robust, and scalable platform is essential not just for business growth but for business survival.

The pace of change in technology and the associated risk of data breaches demand an effective risk and compliance management program for email and file data. From discussion with our clients, we have found that a secure, robust, and scalable platform is essential not just for business growth but for business survival.

In many organisations several departments are involved in managing and governing data, but often the IT department becomes responsible.

Ask yourself the question should all the data management and protection risk lie with the IT department?

“Definitely not, and best practice says that too. Obviously, IT department needs to be involved as its IT / electronic etc. but IT should facilitate not own the process.”

Mark Mulcahy, Director of Revenue and Markets, Waterford Technologies.

We recently surveyed a selection of clients and asked them what the top data protection risks were for their businesses? Here are some of the answers

  • Not knowing what is in the company’s data.
  • Not being able to get to the data in a timely manner.
  • Who will be responsible for searching the data?
  • What is the integrity of the data? Is it reliable?
  • How long should we keep the data? Are we adhering to data regulations?
  • What format should the data be presented in?
  • The ability to apply data protection is long and complex.
  • No expertise or training in the IT department but the responsibility still sits with IT.
  • No set budget for the IT team but the responsibility is put on the IT team.

Following on from our survey I spoke with Mark Mulcahy, Director of Revenue and Markets, Waterford Technologies and asked him a few questions in relation to our client’s pain points. You can see the full interview in the video below. We have summarised the points below.

Mark, what have you come across as the top data challenges that our clients faced prior to using our solutions?

Complexity to get a handle on data, especially unstructured data like email and file. You can’t do anything really unless you know what you have in your data set.

Data Growth: data is constantly growing, putting lots of pressure on servers

Growth of compliance requests such as GDPR, FOIA and CCPA and ownership of this admin heavy task in an already busy day.

Knowing what to retain? The burden is often left on the IT department to implement retention policies. Data compliance and retention is too important to a business’s fundamental competitiveness and reputation to be treated as just an IT program. It should be treated as an organisational wide program.

GDPR and Email Retention

Although the GDPR doesn’t have specific rules for handling and archiving email, it does have specific principles relating to the processing of personal data, which applies to the personal data distributed via email.

How can the IT department share the GDPR burden?

Push the Responsibility

They need to be champions for change here, push that the responsibility shouldn’t sit in the IT department, a Data Protection Officer where possible shouldn’t be IT based. IT departments need to enable other parts of the business to take responsibility for data protection through automation. Archiving provides lightning-fast search and retrieval that is simple to use by all departments.

Automate Data Management Tasks to Relieve IT Resources

Automate data management tasks in respect of leavers/redundant, mailboxes, retention, data classification, eDiscovery, email storage, eliminate PSTs and more.

Why Use an Email Archiving Product?

Clean data, delegate compliance responsibility, improve data visibility, reduce storage cost and achieve compliance readiness. For data compliance with GDPR, CCPA, HIPAA, SOX and other government, federal, states and industry laws.

Provide data visibility: Provide visibility of the company’s data, as many organisations do not have this insight, therefore they can’t measure the opportunity for cost savings, so data continues to grow and the potential liability or risk within that data increases.

Back up and Disaster Recovery: In the case of mail server failure, the organisation can access all emails – both current and historical – via the archive. Business can continue as usual with little to no disruption. Reducing the workload of the server and allowing it to work more efficiently.

Protection against data loss: The use of an email archive product can ensure that emails are captured when it is sent or received, regardless of what it’s ultimate destiny may be.

Share compliance responsibility with other departments: Intelligent Email archiving provides message tagging, annotations, export to multiple formats all via a consistent intuitive interface.

How does archiving differ from email back up?

Email back up is a snapshot of data taken at a specific point in time. Backups are designed to be restored as required later. Email archives save and index all the data for longer periods of time and are designed for easy search and retrieval of emails.

Our experts are ready to talk to you one on one to suggest archival best practices, to help you manage email storage and discovery better, learn how to make use of all the archived business email for business intelligence and stay ready for regulation compliance.