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Email Archiving for Compliance

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Email Archiving for Compliance

The ability to find and remove a customer’s personal data is a key tenet of GDPR. The majority of a customer’s personal data sits in email.

Cloud based email archiving solutions are the most flexible, and safest options for archiving emails and allow you to meet your legal and compliance obligations under GDPR, Sarbanes-Oxley, HIPAA and other legislation.

Email Archiving Compliance Solution

Much of an organization’s corporate knowledge is found in its email, and it’s an investment that every business should protect. Archiving not only protects the intellectual property represented by email, it makes email management in general easier, improving productivity and performance.

TitanHQ’s email archiving solution, ArcTitan, provides cloud-based archiving  and retrieval of emails, compliant with Sarbanes–Oxley, HIPPA, and other regulations for eDiscovery, retention and audit. Users may search, view and retrieve, in seconds, archived emails from Outlook or any web browser. With search options covering entire organization, departments or groups for content of headers, emails and attachments, any email pertinent to an eDiscovery request can be instantly produced. Archived emails include an audit trail, documenting any modifications to messages, ensuring compliance to regulations.

The Importance of an eDiscovery Managed System

Several laws and regulations specify how long an organization must maintain records, which include pertinent emails. Most of the rules covering retention stipulate storage of emails and other records for several years. 

Lawsuits are a practical example of how emails may be needed several years after having been sent or received, as a court may order production of all records associated with a case. The request for and production of these records is defined as eDiscovery.

How Can You Comply With an eDiscovery Order Without a Managed System?

This can easily run into thousands of emails if the area of interest spans several years and includes dispatches to and from 100s of employees in multiple departments. Lacking an automated and well-managed system, an organization would find it all but impossible to comply with the order to produce all relevant emails in a timely manner.

If an organization is unable to produce emails/records that they are required to by the law or rule, it leads to fines and perhaps even criminal charges. 

But it’s not only necessary to keep emails; they must be available upon demand, so they must be stored in an easily searchable format. Archiving email doesn’t just assist a business in avoiding fines; it can provide a wealth of material for a business’s legal team in an easy-to-access format.

Email Archiving Compliance and GDPR 

The introduction of GDPR has forced organizations to consider their data governance processes, which is generating a renewed interest in email archiving. 

ArcTitan is compliant with GDPR for email retention and auditing as well as all major regulatory standards. 

With the right email archiving software, email data can be searched, moved, secured, and locked. GDPR requests where users ask for data to be deleted can be satisfied with little overhead for administrators.

Read this guide to Help Your Organization Ensure GDPR Compliance

ArcTitan Email Archiving

Email Archiving and Privacy

Emails can contain customer data that is often highly sensitive - such as financial details including bank account information. This 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. 

Data Compliance Considerations When Archiving Email with Remote Working

The year 2020 has seen a huge increase in remote working - which has significantly changed the technology and business landscape.

As the workforce connects remotely, organizations need to ensure that data compliance, security, and privacy persists outside the office borders. Cloud-based email archiving offers a cost-effective and efficient way to manage email-bound data across a remote workforce.

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, to ensure compliance across disparate working environments.

Watch this webinar to Discover How Email archiving Fits into a Remote Working World

How ArcTitan Can Help

Ensuring data archives are performed without hurting network performance and keeping data integrity intact are priorities for most businesses. The solution makes eDiscovery easy for attorneys while simultaneously protecting data from attackers. ArcTitan is an email archiving solution that has both these features and several more.

Administrators can quickly delete a user’s data in a GDPR request and search information during an investigation. 

ArcTitan Email Archiving

 

Additional Resources

Check out this blog post on Data Compliance Considerations When Archiving Email with Remote Working

Read this article on Staying Compliant and Protecting Data with Email Archiving

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