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Data Compliance Considerations When Archiving Email with Remote Working

Posted by Geraldine Hunt on Thu, Sep 17th, 2020

  • Number of companies during the Covid-19 pandemic that made remote working mandatory:  88 percent (Gartner Inc.)
  • Number of emails sent and received daily in 2020: 306.4 billion (Radicati)
  • Amount of business-critical data residing in emails: 60 percent (IDC)

The year 2020 will go down in history as being a year of challenges. One of these challenges is how remote working has changed the technology and business landscape.

Keeping employee communications smooth and unhindered has meant that email has taken a central seat at the technology table. Cloud-based email archiving offers a way to manage corporate emails to ensure compliance, security, and privacy.

Remote working the new normal?

Remote working is not new. Before the pandemic, in 2015, 3.4% of the U.S. workforce was home-based. Even after the pandemic has passed, remote working looks set to be a part of our working lives.

This upheaval to working conditions has impacted productivity and business continuity. To move from the office to home, organizations the world over have turned to cloud technology to maintain employee communication and workflow.

Cloud-based technology has stepped up to meet remote working challenges: However, as the workforce connects remotely, organizations need to ensure that data security, privacy, and compliance, persists outside the office borders.

Cloud-based email archiving offers a cost-effective and efficient way to manage email-bound data across your remote workforce.

Email archiving: Remote-by-default?

Email has always been a technology that is ‘remote-by-default’. However, it is also a centralized store of sensitive and proprietary data. Consequently, companies use email as a form of information retention, referring back to old emails to find vital information and to ensure legal and compliance measures are met.

One of the benefits of cloud-based email archiving is the centralization of disparate email servers. Under remote working conditions, this is even more important. Cloud-based email archiving offers a way to consolidate and manage the data held in business emails.

But how does email archiving fit into a remote working world? And how are the issues of email compliance, security, and privacy, dealt with across disparate working environments?

Email archiving and compliance

Email is affected by data protection regulations and other legal issues. Several regulations have requirements covering email retention, integrity, security, and audit. This includes the Sarbanes-Oxley Act (SOX) for the prevention of fraud and the protection of PHI via the Health Insurance Portability and Accountability Act (HIPAA).

Cloud-based email archiving can meet regulatory requirements by providing robust access control, auditability, and retention management.

Email archiving and security

Email is a rich source of sensitive, financial, and proprietary data; this places email in the sights of cybercriminals. Cyber-crimes such as Business Email Compromise (BEC) focus on email spoofing or hacking as a method to steal large sums of company money. Insider threats are also a concern, both malicious and accidental.

Cloud-based email archiving can mitigate against data loss. Features include access control and deleted or altered email restoration.  A cloud-based solution provides a secure environment whilst facilitating remote employee access.

Email archiving and privacy

As well as containing sensitive company data, emails contain your customer data too. This is often highly sensitive and may hold financial details including bank account information. These data must be kept private for reasons of compliance and trust. Any data on transactions, customer accounts, and requests, etc., must be securely archived. The result of not performing these actions is not only non-compliance fines but reputational loss. Examples include the California Consumer Privacy Act (CCPA) that stipulates a company must demonstrate a process for retrieving and deleting personal data, on request; this includes emails and data in email archives.

Cloud-based email archiving solutions must be able to assign roles to appropriate persons to allow them to securely review, export, and delete data and emails.

Join TitanHQ, in a webinar on September 22nd where we will discuss how email archiving can ensure business continuity for your remote workforce.

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