‘Out of sight, out of mind’ isn’t a good strategy for any business. What we’re talking about here is your organization’s legal requirement to safeguard your business correspondence as outlined by the Federal Rules of Civil Procedure or FRCP. If your business gets sued, you may be required to provide the courts with specific emails and other electronic documents sent or received by individuals in your employ. This process is called eDiscovery. Having a robust IT infrastructure goes without saying, having bulletproof email archiving is essential.
Regulatory compliance is not only an issue for a strictly litigious perspective. Individual companies may have regional or organizational compliance requirements depending on the nature of their enterprise. Governing laws in various states and regions may impose regulatory requirements, often industry specific including the Health Insurance Portability and Accountability Act (HIPAA), the Federal Information Security Management Act (FISMA) and ISO 27001 among others. If you haven’t done so already, your company should do due diligence and review compliance requirements for your business enterprise.
Office 365 for Business does a good job of addressing many of these issues, using Microsoft Exchange cloud services like your email backbone; each user has fifty gigabytes of storage for email and other documents. Office 365 also touts eDiscovery, data loss prevention and legal hold among its user controls and admin functions, all extremely helpful when it comes to regulatory compliance. Users can recover deleted emails, import email from legacy Outlook sources and simply drag messages to Exchange online archiving. Microsoft has also established the Office 365 Trust Center in an effort to provide more updated information on transparency, regulatory compliance and security issues.
A legal threat has the potential to turn your growing enterprise in an unmitigated disaster if precautions are not taken, and that includes taking your IT infrastructure and security seriously. While some decisions in the corporate office might be left for another day, shoring up your primary business foundation should not be one of them.