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Enterprise Email Archiving: Market Problems, Needs and Trends
Osterman Research, Inc., Sep 2003, Pages: 55
Archiving is to email as record-keeping is to accounting. Enterprises of all sizes are becoming increasingly dependent upon email for day-to-day business activities, and email and instant messaging (IM) are replacing paper-based and verbal communications in many situations. Many organizations now consider email a viable and trustworthy medium for taking orders, providing formal project approvals, discussing sensitive personnel issues, formalizing contracts and the like. For example, a Spring 2003 Osterman Research survey found that email is now used or accepted as written confirmation of approvals, orders and other transactions in 79% of organizations. Further, end users of messaging systems are storing an increasing amount of critical business data in these systems – Osterman Research has found that the typical user stores more than one-half of his or her critical business information within the confines of the messaging system.
As a result of the growing use of email and IM, corporate email systems now contain significant and growing quantities of sensitive information that used to be stored only on paper. Concurrent with the growing reliance on email have been increasing legal and government scrutiny of email-based communications. Email is now just as admissible in a legal action as paper-based documents and must be maintained with even more care because of the ease with which electronic documents can be tampered.
Key Findings Presented in this Report This report discusses the results of two primary market research surveys that was during July and August 2003. Here are the key findings from the research:
- Only about one-half of organizations have established an email retention policy, and about the same percentage has implemented policies or tools for managing email communication risks.
- This is despite the fact that more than one-half of organizations surveyed have at some point fired an employee for a transgression related to email, and that nearly one-half of organizations have at some point been ordered by a court or regulatory body to produce employee email.
- Virtually all enterprises back up messaging system content to tape on a regular basis. However, only one in seven organizations have implemented any sort of “true” archiving system.
- Nearly three in five organizations has not implemented any policies or systems to ensure that users do not delete important messaging system content.
- From the perspective of IT management, there is a significant mismatch between the current level of proactivity in enterprise messaging archiving policies and the desired level of such proactivity.
- The majority of enterprises do not believe that they are particularly well prepared for regulatory compliance with regard to email or instant messaging supervision or retention policies that impact their particular industries.
- Users of messaging systems spend a significant amount of time simply managing their email inboxes, work that could be handled automatically by an archiving system.
Who Needs to Archive?
North American firms that participate in the financial services space and that are regulated by the Securities and Exchange Commission (SEC), the National Association of Securities Dealers (NASD), or the Universal Market Integrity Rules for Canadian Marketplaces, must follow a detailed and stringent set of guidelines for data retention. Firms in the healthcare industry must follow data retention requirements specified by a variety of statutes and regulatory bodies, including the Health Insurance Portability and Accountability Act (HIPAA), the Medicare Conditions of Participation, and the Food and Drug Administration. Government agencies and ministries must adhere to a wide variety of guidelines and requirements for data retention, including those put forth by National Aeronautics and Space Administration, the Department of Defense, various provisions in the United States Code, the National Archives of Canada, and other agencies and statutes.
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