Data protection and email retention policies.Vircom Email Retention and Storage policies are very much an issue of the legal requirements of the country that the entity is in, also on the activity of the company (for example health care, law firm, etc ...). These policies should be developed at different levels in the company including * Human Resources/Legal Department All email retention policies must be enforced en·force tr.v. en·forced, en·forc·ing, en·forc·es 1. To compel observance of or obedience to: enforce a law. 2. consistently for all staff by the Human Resources The fancy word for "people." The human resources department within an organization, years ago known as the "personnel department," manages the administrative aspects of the employees. or Legal department and communicated effectively. They should: --State clearly what type of email message content is acceptable and what is not --Spell out which e-mail messages are to be kept and which are to be deleted Deleted A security that is no longer included on a specified market. Sometimes referred to as "delisted". Notes: Reasons for delisting include violating regulations, failing to meet financial specifications set out by the stock exchange and going bankrupt. --Be constantly aware of any new legislation and be able to communicate this effectively to all parties and relay relay, electromechanical switch operated by a flow of electricity in one circuit and controlling the flow of electricity in another circuit. A relay consists basically of an electromagnet with a soft iron bar, called an armature, held close to it. the information to all staff * IT Department It is important to delegate A person who is appointed, authorized, delegated, or commissioned to act in the place of another. Transfer of authority from one to another. A person to whom affairs are committed by another. A person elected or appointed to be a member of a representative assembly. a specific IT person or team which should be responsible for email retention issues and given the task to: --Enforce policies on a company-wide basis --Train staff on all company policies as well as any changes which take place and could affect them directly * Product Because email retention varies depending upon the category of email and data, companies must be able to operate at the email level and: --Identify clearly and classify clas·si·fy tr.v. clas·si·fied, clas·si·fy·ing, clas·si·fies 1. To arrange or organize according to class or category. 2. To designate (a document, for example) as confidential, secret, or top secret. a wide variety of email messages and data --Define specific retention policies for each category In the case of email retention, a privacy aspect enters as well. Employees should be aware of the blocked emails and the reason why they are blocked. This should be done either by providing an e-mail retention report or through a web-access to retained emails. Another policy could then define which categories of emails can be released by the users and which cannot. For instance, a policy could block all e-mails containing abusive Tending to deceive; practicing abuse; prone to ill-treat by coarse, insulting words or harmful acts. Using ill treatment; injurious, improper, hurtful, offensive, reproachful. language and classify in an 'Abusive' category. An additional policy could allow e-mail release for such category. Indeed, if someone releases such a message it is in full knowledge. www.vircom.com |
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