Join Robert Smallwood for an in-depth discussion in this video Email, part of Introduction to Information Governance.
- [Voiceover] Information governance for email. Email is the most common software application in enterprises today. Although people prefer social media for personal communication, email is preferred for business use. Email is even preferred over telephone or in-person meetings. Email may contain discoverable information in litigation. There are things that people say in email that can come back to bite them and this is what your opposing counsel will look for. Email systems are vulnerable. They can be hacked. They can be monitored.
They can be compromised. And that monitoring or compromising can happen without your knowledge and can go on for years. Email policies have to be updated and you may need new email monitoring and security software. As far as records retention, email records retention is fundamentally a legal issue. Email messages are often the evidence of a smoking gun in court, but they can also provide exonerating evidence. To be able to preserve email integrity, you use auto archiving, in other words, real time archiving of emails.
If there is some kind of editing or adulteration of the email, that's called spoliation. Don't confuse email archiving with standard backup. Backups are a linear backup of the entire dump of the day's work and they're not indexed so it's difficult to search and find email messages. The concept of destructive retention of email is that you would state every 90 days or 120 days or 180 or whatever is appropriate for your organization. You would delete those emails.
If they're not on legal hold or if they've not been declared a record. That way, you get rid of all of that garbage and sludge email that you don't need.
Information governance (IG) helps organizations minimize information risks and costs while maximizing its value. IG is about security, control, and optimization of information. Learn the basic tenets of the emerging field of IG, beginning with definitions and concepts. Robert Smallwood explains the basics of IG and identifies key areas where an IG program will make a difference. He shares proven strategies, methods, and best practices for ensuring the ongoing success of your IG program.
- The definition of information governance
- The principles and best practices of information governance
- Why invest in information governance?
- The three-part IG framework
- Policies for email, social media, mobile, and cloud computing