Failure to properly maintain business records and archive email could result in a loss of corporate knowledge, increased legal exposure, over-consumption of storage space and regulatory ramifications.
To satisfy regulatory or legal requirements, organizations need to locate critical data within emails and move it to a secure location where it can be protected and stored on a long-term basis. Business Records Management’s email management solution lets clients protect critical data, reduce storage space and address legal compliance needs.
Abundance of Email Messages
Email is the dominant form of communication in the workplace, and the most efficient method of transferring documents. Companies generate and retain 1.5 billion emails each day. Consequently, the large volume of email transmissions creates several issues, each with either legal or infrastructure implications for the organization. 90% of this information is unstructured and unmanaged. It costs an average $2500 per gigabyte to collect and prepare for a legal review, and the average privacy breach costs $4.8 million.
The average message size has increased by more than 25% during the past 12 months for nearly half of all organizations, and it has grown by more than 50% for one out of every eight organizations. Much of that data increase is the result of larger emails and attachments.
Business Records Management's solution effectively move critical data out of Exchange mailboxes, PST files and Lotus Notes mail files to a secure, external storage device. These products reduce storage space on servers and secure corporate information to address legal, regulatory and corporate compliance needs.
Manage Emails and Attachments
The typical user sends and receives over 23,000 emails in a year, and generates a minimum 1.1 gigabytes of email storage. 24% of these emails contain attachments.
While electronic communication has become a necessary business practice, it has inherent risks that can damage an organization. Failure to properly manage emails and attachments can result in increased legal exposure, loss of corporate knowledge, over-consumption of storage space and regulatory ramifications.
BRM’s email management solution is designed to centrally manage, search and delete emails and attachments, protecting corporate assets and mitigating potential liabilities.
Perform Email Archiving
Large volumes of emails, increased storage limitations, government regulations and potential legal implications create a critical need to archive information. Email archiving allows organizations to ensure regulatory and corporate compliance and provides broad control over employees’ email content. Organizations can protect corporate data, locate specific content quickly, have a record of important communications, manage the lifecycle of specific data and be prepared in the event of litigation.
BRM’s archiving solutions are designed to address corporate, legal and regulatory archiving requirements.
Manage Corporate Discovery
Most companies are inadequately prepared to address legal issues surrounding electronic information. Half of organizations have fired an employee for a transgression related to email, and nearly half have been ordered by court or regulatory commission to produce electronic information. With the amount of critical information that passes through corporate email systems, companies must take measures to protect themselves from potential risks.
BRM offers a variety of administration products that effectively answer your corporate discovery needs.
Manage PST Files
Access to Outlook Personal Folders (PST files, or Personal Storage Table files) is necessary for legal discovery, regulatory compliance and implementation of corporate policy.
Each of the messages, calendars, tasks and other mailbox items created by a computer are delivered and stored on a server, and are also stored locally in a PST file on the computer that generated them. The decentralized nature and proliferation of PST files often make the task of finding, accessing and managing these information stores extremely difficult for administrators.
BRM offers a variety of tools specifically designed to locate, administer and manage local and network-based PST files.
Expedite E-discovery
E-discovery is a critical issue in today’s corporate environments. Half of the information included in legal discovery today is found in email systems. It is no longer a question of whether a company will be involved in a lawsuit, but a question of when. The 2006 amendments to the Federal Rules of Civil Procedures focus attention on the discovery of electronically stored information. Since organizations are liable for all the content held in their systems, they must have a clear set of procedures in place should a document discovery request be received.
BRM’s e-discovery software uses search technology to quickly find and produce critical data within mailboxes, PSTs, network files and hard drives in response to legal discovery requests.
Enforce Regulatory Compliance
Regulations such as Sarbanes-Oxley, Gramm-Leach-Bliley, HIPAA and the Federal Rules of Civil Procedure have forced companies to know more about the information stored in their systems. To comply with these rules and requirements, companies need to establish preservation policies, archive locations, search methods and deletion procedures to properly mange this information in the eyes of the government and courts.
BRM’s solution centrally manages emails to effectively answer the demands of corporate, legal and regulatory requirements.
Advantages
Archive based on age, location and size
Users can archive and retrieve their own messages
Use keywords to search indexed archives
Administrative control over the level of access provided to each user
Comply with industry guidelines and regulations
|
Contact brmdetails@businessrecords.com for more information. Someone will respond within 24 hours. |
BRM values your security and privacy. Click here to read our privacy policy.