Email is an essential business tool, obviously, and we all use it every day to get our jobs done. But what happens when a problem pops up in your email environment? Would you be able to easily pinpoint all requested information if a legal matter or other sensitive situation came up? Do you know if the all the data in your email system is compliant with industry regulations? Are you prepared to migrate your entire email system to the cloud, without suffering data loss?
With the tremendous growth of electronic data — in email and otherwise — managing information is more and more challenging. Data breaches, corporate policy violations, and lost or corrupted emails are more common than ever. Hard disks crash, network cards fail, patches sometimes do not work as intended, upgrades go awry and employees sometimes violate your acceptable use policies.
Consequently, good email governance and content management capabilities are critical:
- Know the status of available email information assets
- Implement good policies focused on proper information governance
- Know whether or not email policies are being followed
- Have the right technologies in place to help you search for, find and produce information quickly
Here are four key areas to address when creating an email governance strategy that will address these concerns while best serving your business goals:
- E-discovery and regulatory compliance. “E-discovery” is a term used most commonly in relation to the ability to search for electronic information related to legal matters. Most organizations will at some time be involved in a legal or compliance action in one way or another and will need to be able to recover electronic information quickly for the case. If you cannot produce the required information in a timely manner, consequences can be expensive and damaging.
- Sensitive internal information. Your email governance strategy should include the ability to search for sensitive email content such as Social Security numbers, credit card information, data that is sent to specific domains (such as competitors), intellectual property, offensive content, personal health information and any other sensitive content that should not be sent without first being encrypted — or in some cases, not at all.
- Email migration. Even though you may not upgrade every time a new version of Microsoft Exchange comes out, eventually you will need to. And with the ever-increasing amount of data that is shared — and stored — within email, it’s critical to have a migration plan that will protect you from data loss and risk. You'll need a toolset focused specifically on migrating user mailboxes, as well as tools for finding email that is lost or corrupted as a result of the migration.
- Risk mitigation. To best avoid risk, you need to understand how your employees are using email. Is it solely used for communication? Or are employees also transferring files and storing content in email? To manage risk, you need tools that will enable you to track whether your email system is compliant with all of your corporate policies and industry regulations related to email retention and management. In addition, when upgrades or other systemwide activities go awry, you need a system in place that will allow you to recover email quickly and painlessly.
Check out this white paper to learn more and find out how Recovery Manager for Exchange from Dell can help.