E-Mail Archive for GDPR Compliance
E-Mail Archive for GDPR Compliance
E-Mail is critical to the running of any business. It is also a significant source of risk - from intellectual property loss, compliance violations, audits, lawsuits to mention just a few. Although events like these are part of business life. The cost associated with these risks must not be negleted. In prospective, the cost to protect your business is small and delivers peace of mind, significantly reduces costs, and minimizes risk. MailCorp E-Mail Archiving is a cloud-based, enterprise-class archiving solution to solve archiving, compliance, regulatory, and continuity challenges. Hosted on secure and redundant servers, with IT-level phone support 24 hours a day, seven days a week, Mailcorp Archiving is compatible with most devices and data can be accessed from anywhere. It’s also available as an additional service for mailboxes hosted online. And with a copy in the cloud, you’re protected against issues like theft, or the dead hard drives.
The Data Protection Act was set up in the UK in 1998 and concerns personal data. According to the DPA, anyone has a right to ask for a copy of their personal data being stored by businesses in the UK. If your company is asked information under the DPA by an individual, you have a maximum of 40 days to locate this data, retrieve it, and respond. The law applies to any firms who store and/or process personal information about customers, and if you fail to follow the rules and respond to this request, you could face an unlimited fine. Since the majority of customer data is processed through emails, email archiving is especially relevant here to make sure you can locate this data, process it, and hand it over within 40 calendar days.
The Data Protection Act can affect internal matters, for instance in cases of employment tribunal claims. Should an employee who has recently been let go decide to make a claim against you as an employer, you’ll need to locate internal emails for your defense. If you fail to do so, you could end up losing the case and being on the wrong end of an unfair staff dismissal prosecution.
Introduced in 2000, the Freedom of Information Act goes a step further than the Data Protection Act. It gives members of the public the right to access all the information that a company holds about them, this includes any information shared by email. This covers companies who have received data through outsourcing – so if you complete outsourced work, you need to archive your emails as well. When a request is made, companies have just 20 days to locate and return the information. If traces of this information are found on the network, the data must be retrieved, though there are exemptions that mean companies can refuse to pass the information on. If your company is found guilty of wrongdoing and withholding information illegally, your business may be faced with serious legal action.
It doesn’t pay to take chances when it comes to meeting compliance, legal requirements and corporate governance standards. With E-Mail Archive, your data is protected both in transit and at rest with AES-256 cypher-strength encryption, the same standard used by the U.S. Department of Defense. All messages and attachments are preserved in top-tier, physically and logically secure data centers using immutable storage methods which meet even the most stringent of compliance requirements.
Emails communications are a valuable source of information. Having a centralised email archive in place allows you to respond quickly to audits and discovery requests and simplifies compliance reporting even if they are distributed across different computers, programs or mailboxes. All messages and attachments are full-text indexed and rapidly searchable. Search results can be easily saved, tagged, organized, and exported, all of which translates to significant cost savings.
Allows users to readily access and search archived emails from anywhere and practically from any device such as smartphones, tablets, desktop PC’s amongst other web-enabled devices. With E-Mail Archiving, every message sent and received is automatically preserved in a secure cloud archive. The archive can be accessed and email retrieved in minutes with no additional hardware or software required.
Defend your business, maintain availability and recover quickly in the event of disruption. E-Mail Archiving ensures business continuity for your organisation, and protects your business when employees leave the company. Their departure should not mean a disruption in business continuity or a loss of intellectual property. E-Mail Archiving allows you to maintain access to all emails from departed employees, even in the event of malicious deletion of messages from the inbox.