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Email archiving and eDiscovery

A good eDiscovery product and process is essential if you are to safeguard your organization. Email archiving is a route to ensure good eDiscovery, but it is often seen as the solution and this is not necessarily the case.

Organizations need a repeatable, defensible process of finding data when needed, not just a one-off. The solution needs to find data regardless of its state or location and it needs to be able to identify and report on the discovery. Even better if it can take the next steps of putting the identified data on Legal Hold, or at least advise the owner of its importance to the organization and that it must not be deleted.

Many email archiving vendors will tell you that to achieve a state where data can be discovered, all of it has to be in the archive first and only then can discovery be achieved. This is not practical and demonstrates significant limitations to their solutions and more importantly increases liability to you, the user.

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Obtaining a guarantee that all data has been archived is impossible, especially if your email archiving procedure is in its infancy. Even if you have taken steps to archive all recent email, can you be absolutely certain you have archived all historical data?

Data stored in PST files (public folders or Outlook Archives) must not be omitted from the archiving process, particularly if those PSTs are relics of previous employees or forgotten operations, or they exist on laptops or remote machines. The liability of data is indiscriminate with regard to location.

A good email archiving and eDiscovery solution not only ensures that all data can be found, but discovers data in a live email store or within a PST, regardless of whether an email archiving compliance solution has been implemented.

A well structured approach to EDiscovery is key to successful defense of any litigation issue. With so much content in Electronically Stored Information (ESI), it is essential for an organization to have a method of finding data.