Email Compliance – Are You Ready for It?
Most business today is conducted by email, including sending important and sometimes confidential messages. According to Osterman Research, email contains approximately 75 percent of the information used by an organization’s individuals on a daily basis. With so much information going around the world every day, many companies often ignore regulatory compliance. Email compliance regulations and laws, such as Sarbanes-Oxley (SOX), Gramm-Leach-Bliley, HIPAA and the Federal Rules of Civil Procedures, have forced organizations to know more about the information stored in their systems than ever before. Email today contains a host of valuable and highly sensitive information that needs to be stored, retrieved and viewed on demand.
Conserving email has been made mandatory, thanks to the various regulatory compliance and legal risk management regulations that govern every country. It is top priority for IT managers today due to regulatory obligations and harsh penalties along with the prospect of enormous civil damages and even criminal prosecution. An email archiving solution is mission-critical to satisfying these obligations. Having regulations policies in place can save your company significant hassle and protect it from the financial implications of non-compliance.
This article provides simple steps to secure your email archiving system to meet compliance and protect yourself from potential litigation and at the same time provide you with some user benefits.
Email Management – There should clear cut guidelines and rules set with regards to the usage of email. There should be a check on the kinds of emails being sent and received, especially messages going out from the organization as they might contain information that should not leave the corporate walls or malicious information that could harm the receiver. Proper scanning mechanisms should be in place.
Secure Information Sharing – Security of information in the corporate system is very important. What you share with your partners or vendors needs to be secure as the information could be misused. Such messages should be properly encrypted so that no one else can have access to it. Keep track of who has access to what information. How centralized is the information? What format is it in? All this needs to be in order.
Educate Your Workforce – When it comes to compliance and security, it is best to educate your staff regarding email security and why it is important.
Centralized Decision Making – Users should not make important decisions pertaining to enterprise security. Important data should be handled centrally.
Evaluate and Improve Security Policies – Do you cut off physical and online access to your server once an employee resigns? Is personal information that you send over the internet encrypted? Is your online information secure?
The management of an organization is responsible for ensuring that emails are handled in compliance with applicable laws, regulations and frameworks of best practice. Non-compliance not only can lead to fines and criminal prosecution but can also ruin an organization’s reputation. Email encryption, together with content monitoring and control technology, can provide complete email compliance protection.
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