Email archiving and four steps of corporate email discovery
Email archiving and corporate email discovery go a long way. Many individual employees and employers make use of email archiving. There are many different steps that one makes use of and make this process more efficient, less costly and more effective as well.
First Step: Identification
The first step is the identification of sources of potentially responsive email. Many companies make use of things like Microsoft exchange or any other comparable email program. The good things about email archiving are that a good record of email sent and received is saved. Many companies have opted to move to cloud storage but there are companies that prefer to keep their email on company owned servers that are managed by the in house IT staff. Now this means that the company has to extra employees just to manage the emails. With email archiving, that would not be necessary.
Second step: Accumulating Data
The second step in managing email is collecting email so that it can be made available for the legal team for review and production. It should be known that the server email collections are divided into two main categories. These consist of custodian based and search based. The preferred approach is custodian based because it is fast and simple to execute. Speaking of legal protection that is also covered in email archiving. Email archiving makes sure that the intellectual property of a company is protected and that no information is leaked out.
Regarding data collection, problem arises when employees save emails or important messages and then later quit the company. When they leave, the information that they saved is not available anymore because their personal accounts were deleted. However, the email archiving done by the employees is still accessible by the companies and the relevant IT people in it. In addition, email archiving in the IT custody do have the option of back up so that information that is important to the entire office is attainable easy. By this way, important email is still preserved and email archiving again helps with data accumulation.
Third step: Data processing
The aforementioned discussion hinted about email archiving and how emails archiving helps in data accumulation. The next step is data processing and how employees are able to process and load email into a document review database. There are some corporations that have invested in email archiving programs so that they cut down their long term costs. One thing that the email archiving software helps with is de-duplication. De duplication in email archiving is important in cutting down volume.
Step 4: Have the attorney review
This is the last time and this is where a search strategy is supplement and the accuracy of keyword tested is done. In addition, email is prioritized as well.
This article talks about the four stages of corporate email discovery in context of email archiving.