Storage management: As the volume of messages continues to increase, an archiving solution lets organizations offload message storage from their corporate servers. This reduction in stored messages helps to ensure that server performance is maintained, minimizes storage costs, and greatly simplifies restore operations in the event of a server failure.
A retention policy is an essential part of your digital content management best practices. If you are just keeping file cabinet and boxes of document stored where there is no legal or regulation requirement, you may be have to present those documents to auditors and authorities just because you have them. This could lead to many unexpected questions. Not declaring your possession of documents you still have may lead to more trouble. If you are not familiar with retention policies, the Association of Certified Fraud Examiners has an excellent sample on their website.
Regulation and Compliance
With the advent of regulatory compliance initiatives such as Sarbanes-Oxley, FRCP, SEC Section 17a-4, Health Insurance Portability and Accountability Act (HIPAA) and a host of other international regulations, your IT role and archive management has become drastically more complex. Below are descriptions of some of the major regulations that may apply to your business. They can all be easily reviewed in detail by searching the internet.
The legislation establishes new or enhanced standards for all U.S. public company boards, management, and public accounting firms. It does not apply to privately held companies. The Act contains 11 titles, or sections, ranging from additional Corporate Board responsibilities to criminal penalties, and requires the Securities and Exchange Commission (SEC) to implement rulings on requirements to comply with the new law. Debate continues over the perceived benefits and costs of SOX. Supporters contend that the legislation was necessary and has played a useful role in restoring public confidence in the nation's capital markets by, among other things, strengthening corporate accounting controls. Opponents of the bill claim that it has reduced America's international competitive edge against foreign financial service providers, claiming that SOX has introduced an overly complex and regulatory environment into U.S. financial markets. The Act establishes a new quasi-public agency, the Public Company Accounting Oversight Board, or PCAOB, which is charged with overseeing, regulating, inspecting, and disciplining accounting firms in their roles as auditors of public companies. The Act also covers issues such as auditor independence, corporate governance, internal control assessment, and enhanced financial disclosure.
FRCP:are rules governing civil procedure in United States district (federal) courts, that is, court procedures for civil suits. The FRCP are promulgated by the United States Supreme Court pursuant to the Rules Enabling Act, and then approved by the United States Congress. The Court's modifications to the rules are usually based on recommendations from the Judicial Conference of the United States, the federal judiciary's internal policy-making body. Although federal courts are required to apply the substantive law of the states as rules of decision in cases where state law is in question, the federal courts almost always use the FRCP as their rules of procedure. (States determine their own rules which apply in state courts, though most states have adopted rules that are based on the FRCP.)
SEC Section 17a-4: The Securities and Exchange Commission is publishing its views on the operation of its rule permitting broker-dealers to store required records in electronic form. Under the rule, electronic records must be preserved exclusively in a non-rewriteable and non-erasable format. This interpretation clarifies that broker-dealers may employ a storage system that prevents alteration or erasure of the records for their required retention period.
Health Insurance Portability and Accountability Act (HIPAA): protects health insurance coverage for workers and their families when they change or lose their jobs. Title II of HIPAA, known as the Administrative Simplification (AS) provisions, requires the establishment of national standards for electronic health care transactions and national identifiers for providers, health insurance plans, and employers. The Administration Simplification provisions also address the security and privacy of health data. The standards are meant to improve the efficiency and effectiveness of the nation's health care system by encouraging the widespread use of electronic data interchange in the US health care system.
International Traffic in Arms Regulations (ITAR) is a set of United States government regulations that control the export and import of defense-related articles and services on the United States Munitions List. These regulations implement the provisions of the Arms Export Control Act, and are described in Title 22 (Foreign Relations), Chapter I (Department of State), Subchapter M of the Code of Federal Regulations. The Department of State interprets and enforces ITAR. Its goal is to advance national strategic objectives and U.S. foreign policy via the trade controls.