Risk Management of emails – Mail Archiving

With the booming of the electronic commerce, Email has become the main business communication tool. In many countries, the credibility of email evidence is enforced in lawsuits. Canada, Germany, Switzerland, England, United States and Japan already enforced that the enterprises to preserve their email for a certain time. In the field of lawsuit, email evidences play increasingly important role in litigations.

Back in year 2012, there was a news that a Korean well-known company lost patent lawsuit to one American company since they did not retain email while the third party email cloud service archived the email as evidence. The mail server of Korean company automatically deleted email every two weeks unless the staffs did backup the email themselves. Even though the company had educated the employee how to preserve the crucial emails, the email server still deleted all remaining data every two weeks although the lawsuit was on-going. This behavior was considered as “willfully” destroy the email evidences in judges’ eyes.

It is actually even more difficult for companies to ensure that all the staff will follow their instructions to keep the “important” emails. The staffs might not realize whether the email is important or not right at that moment, in their judgment. Therefore, the email archiving “instantly” is very important for all enterprises, doing backup for selective emails lost the real meaning of email retention. Enterprise should define their own timeline for the email life cycle management according to their nature of businesses.

As for large-scale enterprises, email archives storage is huge and searching through particular email takes forever! As soon as the lawsuit begins in process, collecting supportive email evidence is challenging. Cellopoint Mail Archiver comes up with new solution to fulfill your needs- “Grid Search for Mail Archiving” helps you access to email more efficiently, save IT staffs’ time & effort, giving legal counsel more time to grasp the evidences and analyze the case.