There are many reasons why you may need to migrate email archives to a new system. Upgrading your email archives to a modern platform improves performance, reliability, scalability, high availability (redundancy) and updated search functionality for:
- Regulatory compliance
- Litigation and Legal Discovery
- Customer history or problems
- Human resources records or sensitive data
- Protection of Intellectual Property
- Business & Email Continuity
- Messaging System & Storage Optimization
- Data Preservation
- Email Disaster Recovery and retention policies
- Records Management
Who Has Record Keeping Regulations for Email?
Federal, State & Local Government
All levels of government are required to retain accurate and accessible historical records regarding all of their messaging activities, and communications, both internally and externally.
Meticulous records must be maintained and stored on modern archival platforms to avoid even the appearance of impropriety. A modern archival system will help keep records organized and searchable in case of an audit or subpoena.
Commercial organizations and companies are often regulated in order to protect customers, investors and employees from harm or wrongdoing. Additionally, a wide variety of government agencies exist to protect the environment, the economy and the population in general. While the list of industrial record keeping requirements is far too long to list here, you can be sure that if your business falls into one of the following categories, you are required to keep some form of email correspondence history, and requires a reliable and searchable email archiving system:
- Oil, Gas & Energy Production
- Financial Management & Banking
- Insurance Providers
- Large Retailers & Wholesalers
- Shipping & Distribution
- In general, any business whose industry is monitored or has regulations by a local, state or Federal Agency, organization or bureau.
Public & Private Medical Institutions
As healthcare is one of the most regulated government institutions, reliable email archiving is an absolute necessity for a variety of purposes, at all levels. Everything from the Veteran’s Association, to major public and private hospitals, to the smallest doctor’s offices are subject to these rules, which require specific record keeping and necessitate a high quality email archiving solution. This also includes:
- Private or Public Health Care Providers
- Medical Groups
- Medical practitioners in Private Practices
- Public and Private Hospitals and Medical Facilities
- Rehabilitation Facilities
- Hospice and Senior Care Facilities
All health care institutions must maintain accurate records for clients and patients, and a variety of regulatory compliance and litigation purposes.
In addition, The Department of Health & Human Services has imposed a number of regulations to ensure the security, privacy, transparency and accountability to the general public.
- HIPAA requires patient confidentiality and secure storage of medical records and limiting access to that information, while maintaining accessibility for those with a rightful need for specific information about a patient.
- HITECH (The Health Information Technology for Economic and Clinical Health Act) supports the development of a nationwide health IT infrastructure, which includes the private and secure exchange of electronic health information and records.
- The Affordable Care Act (otherwise known as Obamacare) facilitates health insurance coverage for American people of all ages. This all requires a meticulous level of record keeping, in order to assure compliance with specific provisions such as program transparency and patient protection.
Public & Private Educational Institutions
Schools and other educational organizations must keep accurate records of their students at all stages of education. Both public and private schools, including colleges, universities, high schools and earlier, are responsible to provide valuable degrees and certifications to their students. From time to time, and for a variety of reasons, these accreditations may need to be validated, as students make plans to continue their studies or require background checks to enter the career marketplace or apply for new opportunities.
The U.S. Department of Education also mandates strict record keeping practices for a variety of purposes, including:
- Teacher Assessment and Accountability
- Evaluating National, State and Local education effectiveness
- Determining appropriate subject material for public schools
- Student Loans and Financial Aid
- Pell and other Educational Grants
In addition to these state and local educational practices, federal regulations require personally identifiable record keeping for all of its students and teachers in order to receive federal funding or participate in student loan programs.
Law enforcement, at every level, must retain searchable records in order to provide evidence and historical information to assist in investigations and prosecutions. Local and State Police, as well as Federal law enforcement agencies, are also subject to laws such as the Freedom of Information Act (FOIA), which allows citizens to request various communications regarding specific matters.
Conversely, the executive branch of government entities are required to keep a vast amount of information secure, yet readily accessible, to those with appropriate ediscovery requirements.
Just about any organization, public or private, that works regularly with law enforcement, compliance, regulations, public officials or bureaus will have documentation requirements.
Want to know if your organization’s email needs to be archived?
Ask Us About Your Industry…
(that’s why we’re here)
try a search at www.regulations.gov