pdf  How Long Should Email Be Saved?

Abstract: As email has become more critical in the business world, many companies are weighing the question of how long it should be retained, what should be done with it, and when it should be deleted. The answer depends on many issues, particularly when one considers the varying regulations and business situations that might demand emails to be archived for long periods of time. This white paper examines the reality of records retention and email archiving, focusing on the process of developing an effective retention policy and automating solutions to enforce rules and satisfy retention obligations. Contoural will also recommend best practices for email retention and real world examples.

pdf  Six Critical Steps to Managing Electronically Stored Information (part 1)

Abstract: Litigation always, has been, and will continue to be, a reality of doing business. What is changing, however, is discovery and its focus on electronically stored information (often abbreviated ESI). Recent amendments to the Federal Rules of Civil Procedure concerning the discovery of ESI coupled with the explosive growth of electronically stored documents are exposing organizations to new risks and costs during litigation and
the subsequent discovery.

pdf  Six Critical Steps to Managing Electronically Stored Information (Part 2)

Abstract: Once an organization has become litigation ready by creating an ESI survey data map, implementing a records retention and deletion process, and establishing a litigation hold process, additional steps can be taken to further prepare for legal actions. A regular process must be implemented to clean up unnecessary accumulated electronic documents, document custodians must be prepared to act as witnesses in court, and processes must be regularly revisited and updated. Although no process will perfectly prepare an organization for litigation, implementing these key elements will go a long way toward reducing risks and lowering costs of future litigation.

pdf  10 Best Practices for Archiving

Abstract: Although data privacy and identity theft have a higher profile in the minds of consumers, data retention issues can have a far greater financial impact on businesses. Every company, whether public or private, large or small, must have a policy and enforcement system to deal with the messages and files generated by the organization every day. E-mail has become especially important, since it has become the dominant form of business communication. Data retention policies generally exist to allow companies to comply with regulations or address legal entanglements. But although most companies understand the need for such a policy, few have reliably implemented it: Osterman Research shows that although 43% of surveyed companies had a policy for e-mail retention, only 12% automated compliance with an archiving solution. The rest presumably rely on backup systems and end-user habits to protect e-mail, neither of which is a reliable option. Legal experts tell us that having a policy that is not enforced causes greater harm during litigation than having no policy all.

pdf  Ten Essential Elements of a Successful Electronic Records Retention and Destruction Program

Abstract: Organizations today are finding themselves under increasing pressure, both legal and regulatory, to properly retain or delete documents. While policies and procedures for paper records may seem adequate, many companies find it difficult to translate those policies and requirements to electronically stored information (ESI) such as e-mail messages and electronic document files. This white paper outlines 10 key elements that must be put into place - and kept up-to-date - as foundations of a successful electronic records retention and destruction program: