Company email inboxes contain critical corporate information – important communications, contracts, invoices or other business documents. Moreover, this information is scattered across different computers and mailboxes. But traditionally, SMBs have not considered implementing email archiving – the ability to centrally store, organize and discover all company emails – because of the prohibitive costs of on premise email archiving solutions like MS Exchange.
HyperOffice’s leverages the cloud model to offer SMBs and enterprise departments a hosted, fully managed email archiving solution within budget. Companies can safeguard their email assets without having to set up any specialized software or servers. Potential benefits of email archiving for SMBs are as follows:-
– Secure, organize and backup critical business information
– Retrieve important corporate data when necessary
– Monitor company communications to enforce corporate policies
– Rapid discovery in response to legal requests or internal inquiries
– Regulatory compliance
Email archiving complements HyperOffice’s business email service, and can be implemented instantly. It is a single solution which lets users serve all their email related storage, compliance and discovery needs.
Storage and Backup
Critical corporate information is scattered across the mailboxes of employees in different teams and departments. Moreover, as employees come and go, computers keep crashing, and email keeps piling up in inboxes, this information is suspect to get lost or simply become untraceable. Email archiving from HyperOffice lets you automatically store, index and backup all email coursing through the multiple user accounts in the company in a centralized repository for as long as you like. Companies can bury fears of losing or being unable to retrieve important communications. All company email messages that were ever sent or received, attachments, or even deleted emails are secured, and retrievable through advanced email discovery tools.
Electronic discovery (also called e-discovery or ediscovery) refers to any process in which electronic data is secured and sought with the intent of using it for litigation, compliance, or internal inquiries related to corporate governance. In these litigious times, discovery can form a big part of the legal costs if electronic data is not managed properly. Since email and email attachments form a major part of electronic data in an organization, companies unprepared for email discovery requests may find themselves expending substantial resources and effort to fulfil these requests. Email discovery may also be necessitated by internal HR inquiries, or simply team managers looking for important business data.
HyperOffice’s hosted email archiving solution allows companies to store and secure all company email records and attachments, which can be instantly searched and audited.
Advanced email search and discovery tools let the administrator instantly search all company emails by a variety of criteria such as user, date, subject, sender, receiver and more. Each email record is inalterably stamped with time and owner to enable auditing.
Many SMBs are of the impression that the regulatory requirement of keeping all company email records for a certain number of years, falls only on enterprises. This is not true, as increasingly stringent regulations as bringing an ever greater number of SMBs under the purview of Acts such as HIPAA, Sarbanes-Oxley, FRCP, FINRA or SEC. Companies may be affected by one or more of the following regulations, which require corporate policies and procedures for retention of email records.
The Health Insurance Portability and Accountability Act (HIPAA) of 1996 requires all organizations that manage Protected Health Information (PHI) to safeguard the privacy and security of their data, including email. It is common misperception that this Act relates only to healthcare organizations. Any organization that sends or receives Personal Health Information is subject to this legislation.
Section 802 of the Sarbanes-Oxley Act mandates auditors to retain auditing information for a period of 7 years, which can be in the form of electronic records like email. Section 302 of the Act requires the CEO and CFO of a public company to personally certify and attest to the accuracy of their company’s financial statements contained in periodic reports. Section 404 requires auditors to certify the underlying controls and processes that companies use to reach financial results.
The Federal Rules of Civil Procedure (FRCP) govern civil legal procedure in the US district courts. New amendments to the Procedure in 2006 address the retention and discovery of electronically stored information, specifically FRCP 26(b)(5) and FRCP 34(b). FCRP 26(b)5 deals with General Provisions Governing Discovery; Duty of Disclosure; Discovery Scope and Limits; and Claims of Privilege or Protection of Trial Preparation Materials. FRCP 34(b) focuses on the Production of Documents, Electronically Stored Information and Things.
SEC and FINRA
The Securities and Exchange Commission (SEC) and the Financial Industry Regulatory Authority (FINRA) were created in July 2007 to regulate the financial services industry. A number of overlapping guidelines like SEC 17a-3 and 17a-4, NASD 3010 and 3110, NYSE 342, 440 & 442 and SEC RIA 204-2 and 206(4)-7, require that electronic records be retained for a period of 3-6 on tamperproof, non-alterable media, and be indexed, time stamped and audit ready.
HyperOffice’s email archiving solution allows SMBs to proactively be legally-compliant and prepare for regulatory requests.
Administrator level archive
All the email communications that ever pass through the company are archived in a centralized repository controlled by the administrator. The administrator can quickly conduct searches across multiple mailboxes to serve discovery requests.
Each user has access to a personalized archive which contains all the emails that passed through their account, irrespective of whether a record was deleted.
Search and discovery
Advanced discovery tools allow the administrators and users to instantly search the archive on a variety of criteria – user, sender, receiver, subject, data and more.
Since HyperOffice includes Outlook email synchronization, users can also archive their Outlook emails and access them online.
HyperOffice continuously backs up mailboxes and archives in the background to ensure that no important corporate communication is ever lost.