Re-Thinking Compliance Strategies Around Corporate Email

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Dublin, Ireland, December 19, 2011 -- With the volume of corporate emails continuing to soar globally, organisations need to re-think their strategies around data retention and compliance. According to recent research by the Radicati Group on global email usage, the average business user sends/receives of 105 emails per day. This results in approximately 41Bn emails being generated in each 24 hour period, with this figure set to grow by 20% by 2015. From a corporate perspective the management of such large volumes of data not only impacts on the storage infrastructure of an organisation but also causes considerable headaches around compliance.
 

The effect of compliance on corporate email policies is now far-reaching. Global regulations such as Sarbanes-Oxley, FINRA and HIPAA, drive the need for specific email management criteria. These include a requirement to ensure the authenticity of all stored email data, define specific retention periods and to guarantee the availability of emails at all times. However, arguably the most significant impact of compliance is on the shift of ownership/responsibility for the management of emails within organisations – moving from the sole ownership of IT Departments to a company-wide responsibility that includes employees, management and directors.

With such drivers it is essential that organisations embrace robust and scalable email management technologies. The limitations of traditional email mailbox backups often fall short of what is required from both a compliance and operational perspective. Organisations are now embracing email lifecycle management solutions that not only provide the ability to archive a ‘True record’ of every email that passes through an organisation, but also provides efficient “search and retrieval” functionality that ensure emails can be managed proactively within the business. For forward thinking organisations, such proactivity extends to using inbound email to trigger workflows that automate business processes and enhance the functionality of ERP/CRM/Finance systems.

SoftCo eMail collector provides organisations with such functionality and benefits. Powered by SoftCo R8, eMail collector enables businesses to successfully implement and manage compliant email policies, in addition to reducing costs and improving process efficiencies. Regardless of sector, country or organisation size, SoftCo eMail collector is the answer to your corporate email headaches.

About SoftCo eMail Collector

SoftCo eMail Collector captures and securely archives every email that passes through an organisation’s mail server. Authorised personnel can access a wide and powerful range of “search and retrieve” options so that all documents required can be produced within seconds. Full-text indexing allows administrators to search both emails and attachments using a number of different criteria including email body, subject line and recipient.

Email Collector integrates seamlessly with existing mail systems. The compliance component ensures the authenticity of every email, Single Instance Storage removes duplication and full Life Cycle Management allows organisations to set defined retention rules and meet compliance obligations.
 

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