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Email Archiving, Compliance, and eDiscovery

For many organizations, the growing impact of litigation is rapidly becoming one of the most critical issues facing business, reverberating from the legal team through the CEO’s office. As expanded compliance and regulatory requirements increase the pressure, organizations find themselves facing substantial costs in responding effectively to litigation related discovery requests. At the same time as electronic information and communication are exploding in usage, compliance and discovery requirements are demanding increased discipline in retaining, tracking, discovering and managing all electronic information – challenging even for the most advanced corporate information infrastructures. Worse, organizations are confronted with significant risk, fines and negative public exposure should they lose or mishandle electronic evidence for a case.

Business Challenge

  • Explosive growth of email and related attachments
  • Ever increasing number of regulatory agency requirements for email retention such as Sarbanes-Oxley, HIPAA, and PCI.
  • Lack of features in core messaging products
  • Extreme risk of litigation and lack of ability to perform discovery on electronic messaging assets
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What we offer

Email Retention/Archiving Consulting and Review
With archiving, many organizations do not know where to start and what type of policy is acceptable to their organization ore required for their line of business. Strongback can help your organization design and deploy email acceptable use policies (AUP) appropriate for the organization and in compliance with the requirements of various agencies.
Implementation of Email Archiving Solutions
Your email retention and/or archiving policy may be simple or complex. Either way, we have a solution to fit. Whether it involves the native system archiving facilities such as those with IBM Lotus Domino, or whether it requires additional features to meet non-repudiation requirements and ensure security on the premises. IBM DB2 CommonStore with Content Manager offers an enterprise scale solution that ensures archiving policies are met, and data is stored securely for the specific retention period required.
Implementation of IBM eDiscovery Products
IBM’s eDiscovery solutions provide a simple way to get started with an ECMbased approach to eDiscovery. They build upon the proven capabilities of the IBM Enterprise Content Management platform and enable you to tackle key phases of electronic discovery, as outlined in the Electronic Discovery Reference Model (www.edrm.net). By taking proactive control of your information with IBM ECM, you can also reap benefits beyond eDiscovery by leveraging the strength of the platform to better manage corporate governance and risk, substantially increase operational efficiency, gain insight into your business via content insight, and improve access to key business information.

Related Case Study

Due to nature of the client's customers (banks, government agencies, nuclear power companies), they have varying requirements to retain email communication. Therefore they needed a solid archiving policy that they could enforce and a solution to abide by those policies. They were currently using Lotus Notes and Domino for their environment and as such needed a compatible solution.

Facts:

29.1 percent of enterprises with 20,000 employees or more reported that employee email was subpoenaed in the last twelve months.
Source: 2007 Proofpoint Survey
The average cost of defending a lawsuit exceeds $1.5 million per case, with 20% to 30% of that being internal and mostly IT-related
Debra Logan, Research VP, Gartner, Inc
32% of Large U.S. Companies Employ Personnel to Read Employee Email
2007 Proofpoint Survey
Nearly 20 percent of respondents estimated that outbound email poses a legal, regulatory or financial risk.
2007 Proofpoint Survey