The value of Email Lifecycle Governance is massive

It’s so often assumed that to manage email retention and to address the biggest costs and risks of eDiscovery, one needs to implement an email archiving system or ECM repository to store the email centrally and manage its retention centrally.  This is not the case.

Now, to be sure, the archive, or ECM repository (yes, these are different things but may appear similar), does provide some distinct value especially for legal Identification and Preservation (http://edrm.net/resources/guides/edrm-framework-guides/preservation).

The vast majority of email coursing the network arteries and stored on corporate computers is both transient and not subject to legal hold.  As such, this transient content can be disposed after only a short retention period.  In fact, not only can it be disposed, it should be disposed.  Herein lies some of the greatest value in email management in today’s environment.  It is commonly agreed that 80% of email is transient.  It is infeasible to ask employees to delete this content as the volume is too vast and this asks staff to invest time in the trivial, unimportant content.

Enter Integro Email Manager (IEM).  IEM automatically disposes of this cost and risk while protecting corporate records that must be kept by law, regulation, or business policy.  IEM does this either in a stand-alone Exchange or Notes environment, or in conjunction with the additional value provided by an ECM solution, such as IBM’s market-leading information governance products .

Let’s consider the fate of so many companies that implemented email archiving systems over the past five years, a period that witnessed a huge uptake of such solutions.  Most of these systems were implemented with policies such as ‘archive all email still in the mailbox at 60 days of age‘, or worse ‘archive all email immediately‘ through a process called journaling.  Most organizations have no need to journal, nor do they need to keep the vast majority of email at all.  These companies now have a huge burden of the costs of managed storage (those who say storage is cheap are not the ones paying the bills to manage storage).  Additionally, and even more egregious, is the cost to find and preserve all email within their four walls that is responsive to legal obligations to preserve, and then pay lawyers to review all that responsive content.  Consider that we now commonly see companies with over 100 Terabytes of email archived!!!  Maybe only 5% to 20% of that volume is all that is required to be kept.  Combine this with the sad fact that these same companies are facing dozens of cases of litigation, causing a matrixed requirement across millions of those archived messages to be placed on Hold.  Further, add to this that the email archive solution is now facing End-of-Life and the whole mess needs to be migrated to a new email archive.

Folks, the value of Email Lifecycle Governance is massive.  Easily, consistently and efficiently dispose of the transient emails and keep the records of the corporation under lock and key.  Integro Email Manager provides this value to you.  IEM can provide this stand-alone, or in conjunction with an ECM solution that adds the benefits of indexing, central repository, single-instance-storage, identification, preservation, and production.

I invite you to learn more about IEM, call us for a demo.

Scott W Burt