Blogger: Bill Pray
Vendors did not initially design e-mail systems with records management in mind. Specifically, they did not optimize e-mail formats and clients to support the storage and protection of e-mail content in a manner consistent with corporate records management policies. Consequently, regulatory compliance and legal requirements are forcing organizations to implement e-mail retention solutions that easily retrieve and control e-mail content. An effective e-mail retention solution offers numerous benefits to organizations: improved messaging system performance, secured and compliant correspondence, legal readiness, enhanced message value, and increased worker productivity.
E-mail retention should be a priority for all organizations. E-mail retention mitigates costs when responding to lawsuits or audits and improves productivity by making e-mail records findable and usable. Effective e-mail retention combines message management, message storage, and records management. Organizations need to consider e-mail retention part of their enterprise content management (ECM) strategy. In particular, they must treat e-mail as they would any other content type. In order to achieve success, organizations need to choose and implement an e-mail retention solution based on clearly defined policies and goals.
An e-mail retention system is a crucial element of an organization’s enterprise content management (ECM) strategy for two primary reasons: first, to mitigate costs of addressing legal discovery and audits; second, to improve productivity by making e-mail content easily findable and usable. Organizations should choose and implement their e-mail retention solution based on clearly defined policies and goals. This will help organizations select the right vendor(s) and solution for their needs in a vendor landscape that is dynamic.
Burton Group customers can read more in-depth analysis in the recently updated and published document “E-Mail Retention: Getting Value Out of the Mailbox.”