WHERE DO AN ORGANIZATION STAND WHEN IT COMES TO EMAIL MANAGEMENT, E-DISCOVERY, EMAIL RETENTION, AND EMAIL COMPLIANCE [E3]?

  1. Do you have in place an email policy that is clear, comprehensive, and current? In other words, has your email policy been reviewed and updated within the past 12 months?

____Yes ____No ____Don ‘t Know

 2. Have you created an email retention policy to govern the retention and disposition of electronic business records and help ensure legal and regulatory compliance?

____Yes ____No ____Don’t Know

 3. Have you provided all users (employees, executives, and others) with a formal definition of “business record”?

____Yes ____No ____Don’t Know

4. Do your users know the difference between business-critical email that must be retained and archived for legal and regulatory compliance vs. personal and otherwise insignificant messages that may be deleted in the ordinary course of business?

____Yes ____No ____Don’t Know

 5. Do you support email retention policy with email archiving?

____Yes ____No ____Don’t Know

 6. Does your email policy incorporate clear rules governing written content and personal use?

____Yes ____No ____Don’t Know.

7. Is your organization’s email archive a potentially dangerous mix of rules-based professional correspondence and off-the-cuff personal conversations that could potentially embarrass your users and sabotage your legal position?

____Yes ____No ____Don’t Know

 8. Could you quickly search, locate, and produce legally compliant email messages and attachments in response to a email user records request?

____Yes ____No ____Don’t Know

9. Do you know, understand, and adhere to the amended IT Rules of RBI/DOT, as well as the e-discovery laws of country?

____Yes ____No ____Don’t Know

10. Is legal and regulatory compliance a priority for your Organisation? In other words, have you established a strategic email compliance program that combines email policy and email retention policy with employee education supported by email archiving?

____Yes ____No ____Don’t Know

BEST PRACTICE RECOMMENDATION: If you answered no to any of the 10 self-assessment questions, then you must get to work—immediately—on the development and implementation of a strategic email management program for your company. The ability to formally define, effectively retain, successfully archive, and promptly produce email is one of the most important jobs a IT Department can undertake.

For more Information, please contact at mailinfra@adviacent.com

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