Email has become the most prominent form of correspondence with great added value to its use. Email can be used for both external and internal purposes and is extremely vital in the daily business activities of a company. Email is the equivalent of paper documentation and is considered legal and valid evidence for litigation purposes. The email is the documentation of the terms agreed to by two parties and can be used as supporting evidence when implicating another or defending one’s integrity.

Since email messages are legally approved documents that must be provided in the event of a lawsuit, it is necessary to store them in a secure location and ensure that all security measures are in place to prohibit any tampering attempt. Email storage is called archiving and it locates any specific email at any time in a secure environment. The eDiscovery service assists in simple email management and compliance with an efficient eDiscovery and often archiving strategy.

Why comply with email?

Organizations must implement a robust compliance system that records all user registrations and activities, as well as auditing and encrypting the data to preserve it in its original form. Deliberate attempts to destroy data can be powerful evidence in litigation. Electronic discovery solutions can help identify relevant data, but that data cannot be identified if it has been deliberately removed. In legal cases, if the parties involved are unable to provide relevant email evidence, the courts may impose fines and the cases may be lost.

Determining eDiscovery Factors for Email Compliance

It’s not an easy job for organizations to maintain email compliance standards given the constant flow of correspondence every day. Ediscovery can help manage compliance issues. Here are some factors that need to be considered to maximize the use of eDiscovery solutions for email compliance.

1. An efficient eDiscovery solution uses an integrative approach that takes care of all the processes without creating complications. In due time, organizations will face situations where they need to add applications. A good eDiscovery solution must be able to provide the integration facilities to avoid additional costs in the future. Archiving can only be achieved when an integration function is provided.

2. To keep records and ensure compliance, eDiscovery tools must be able to manage different types of data within a single file. Having a single system to handle various data formats eliminates the creation of multiple files.

3. To save storage space and ensure simple file management, the eDiscovery tool must ensure that there is no duplication of data and convert multiple copies into one to make the process easy.

4. The structural design of the eDiscovery service should be such that processing is not concentrated in a single point, which can slow down the pace of search and indexing processes.

5. The main purpose of archiving is to facilitate searching. eDiscovery search must have the ability to return successful search results with little delay when keywords are used. Searching for exact results should be possible in a transparent way.

Litigation cases can become worthless without sufficient evidence to validate the claims, resulting in huge financial and reputational losses. The ediscovery solution promotes an efficient search system, producing data through a flexible and transparent system.