EMAIL MANAGEMENT

Email exposes corporations to risk

Email is a ubiquitous and extremely cost-effective business tool. IDC estimates that the volume of business email in 2006 will total 1 billion gigabytes.

From a risk-assessment perspective, anything with that much volume and value is a potential source of trouble, and email certainly is. For example, email messages are often the first target in litigation. Email content can be inappropriate or illegal, especially when distributed to parties where it represents a breach of confidentiality or a personal threat. Regulations force companies to retain emails for long periods of time which dramatically increases storage needs and costs. And email is often the weapon of choice for hackers looking to spread viruses or steal information and identities.

Iron Mountain can help you manage the email lifecycle

Email management is a comprehensive capability that takes into account all aspects of email: creating, sending, securing, storing, and disposing of email messages and their attachments.

By applying our proven electronic records management principles and practices to your email challenges, Iron Mountain can help you:

• Establish a legally credible email management program that works seamlessly with your existing technology
• Reduce email-related liabilities by ensuring that non-compliant messaging is detected before it is sent, and approved content is appropriately protected from unauthorized interception
• Control discovery costs by reducing email volume through adherence to retention and destruction policies - and by more-efficient indexing and searching of archived emails
• Improve overall effectiveness of email management with ancillary services, such as email archiving and a backup email system that can be activated quickly in the event of a loss of service

A proven approach to minimizing risk, complexity and expense

Iron Mountain offers a structured, proven email management methodology that minimizes the risk, expense and complexity that organizations face in trying to manage email communications themselves:

• Systems Survey – This foundation for successful email management involves a thorough review of your messaging systems and analysis of your current administrative practices and requirements.
• Assessment – The next step is a formal analysis of the survey findings that describes risks, opportunities for improvement, and recommendations for reducing exposures in your current practices, policies and procedures.
• Implementation – In this phase, we work with you to prioritize recommendations and develop and execute a detailed implementation plan that defines milestones, timelines, costs, staffing and training requirements.

> Learn about our Email Continuity Services