INFRASTRUCTURE SOLUTIONS - ARCHIVING AND COMPLIANCE
The growth in importance of e-mail as a key method of business communication also brings major problems for the manager of the system both in terms of the demand for increasing resources and also the legal standing of e-mail communications.
Areas that need to be considered include:
- The 1998 Data protection Act - an organisation that has an e-mail system falls within the definition of a data controller if the e-mails are stored and processed within the system. The subjects of the e-mails have the right to ask for copies of information held on them. This means that at any time any employee, ex-employee or customer etc can request a copy of all e-mails held that relate to their personal information.
- E-mail abuse - There have been a number of reports in the press over the last 12 months about organisations being prosecuted due to the inappropriate use of e-mail by their staff. In some cases these have led to fines for the organisations and dismissal of the employees. To be able to deal effectively with e-mail abuse an organisation needs to be able to quickly and easily investigate and categorically prove who sent what to whom and when. This information can then be used either for an internal investigation or if the matter is taken further legal proceedings.
- Court proceedings - Electronic information, such as e-mails, is now potentially admissible evidence in a court of law. For this evidence to be accepted it is important that the organisation shows that it has a complete and accurate record of e-mail discussion threads which are not only 100% secure and tamper proof but can also be easily searched by someone with the authority.
- Resource implications - With the growth of e-mail systems come all sorts of resource implications that need to be solved, over and above the issues highlighted above. The first is that space very quickly disappears on e-mail servers meaning that archiving has to take place to ensure that storage can be optimised. This also has implications on backup and restore operations in the event of a server or mailbox corruption. There are also issues concerned with retrieving the e-mail of a specific employee who may have left the company so that his successor can be more productive in a shorter space of time.
The Nviron solution
We provide solutions based on Veritas Enterprise Vault . This provides a flexible archiving framework to enable the discovery of content held within e-mail, file system and collaborative environments, while helping to reduce storage costs and simplify management.
Enterprise Vault manages content via automated, policy-controlled archiving to online stores for active retention and seamless retrieval of information. Its built-in powerful search and discovery capabilities are complemented by specialised client applications for corporate governance, risk management and legal protection.
It covers:
- Microsoft Exchange Server: versions 5.5 – 2003
- File system archiving
- SharePoint Portal Server
- Instant Messaging and custom applications
- Lotus Domino journaling
- SMTP
Our consultants have implemented archiving and compliance solutions in all types and sizes of organisation. This experience coupled with our Data Centre Advantage Framework ensures that when you partner with Nviron you will be assured of success.
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