Why Archive Emails?

Keep important business information: Email today contains discussions, agreements, documents, notifications, contact information, and many other kinds of critical business information. By automatically storing email records, businesses can ensure that they are not losing or misplacing the information they need.

Meet Compliance Requirements: Several government regulations (Sarbannes-Oxley, HIPAA, etc.) require the retention of and access to email records. Defender makes it easy and automatic to maintain the required records and to search and find specific information.

Improve Productivity: With ever increasing email volumes, employees are scrambling to find ways to deal with the barrage of data. The result is overflowing email boxes, chaotic PST files stored on individual desktops, and often deleted, lost or misplaced data that makes it difficult or impossible to find important information when they need it. By automatically capturing all emails, employees no longer have to waste time trying to manage the mailboxes or PST files. When they need to find important information or documents, they simply find it with Defender.

Reduce IT Load: Old mail can overload email servers and increase backup times, causing costs to go up and performance to go down. Locating and restoring old emails from backup tapes can be complicated and time consuming for IT staff. Defender eliminates the need to retain large volumes of old emails on the mail server or restore backups by making emails easily available directly from the Defender Archive store.

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Federal Rules of Civil Procedure (FRCP)

The newly adopted amendments to the Federal Rules of Civil Procedure (FRCP) will have a major impact on the way that organizations manage electronic data. However, an Osterman Research survey conducted in December 2006 found that more than one-half of organizations do not understand the new rules well enough to understand the impact that they will have on their data retention practices while only one in five organizations does not anticipate any sort of change in their corporate behavior in response to the changes. Further, another survey found that only seven percent of corporate counsel attorneys rated their companies as prepared for the new amendments, while more than one-half were not even aware that the new amendments were to go into effect on December 1, 2006.

The next several months will present significant challenges to organizations of all sizes on several levels: corporate legal counsel will need to learn what impact the FRCP changes will have on their organizations, IT managers will wrestle with the potentially significant investments in technology that will be required to adequately preserve electronic data, and senior managers will need to evaluate and improve their corporate governance policies and procedures to meet the new requirements.

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