Contrary to many people’s beliefs, email archiving is not a matter of turning the matter to the IT department – who will, in turn, either purchase or develop an in-house archival system for company use. Experts point out that successful email archiving involves teamwork and interaction between three departments: Legal, Human Resources Development (HRD) and IT.
The legal department’s task is to establish the framework and parameters of the archiving system – which records need to be archived and for how long, and the terms and conditions that govern the stored records (e.g., who has access, what are procedures to be followed, etc.).
The IT department’s task is setting up the infrastructure (including hardware and software support), systems and procedures as well as recruiting and training personnel to oversee the system.
The HRD department’s task, on the other hand, involves training and educating people in the needs, requirements and procedures for email archiving – what to archive, how often it should be done, the systems involved, and so on.
At the end of the line come the systems – as noted, hardware (including the appropriate storage media), software programs, backup systems and procedures, disaster management and so on.
Email archiving is an essential business practice that is often . The legal and financial penalties in not establishing a properly functional email archiving system can be substantial.
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