Since 2006, the Federal Rules for Civil Procedure underwent a significant overhaul, in large part to address how companies archive their electronic data. Under the revised rules, companies are required to maintain an archive of all electronic correspondence in the event such records are ever needed in a court proceeding. Failure to comply can result in significant penalties, and may also put you (and your business) in an unpleasant legal bind.
Check Your Company’s Retention Policy
Many companies have developed a clearly outlined policy when it comes to email retention. Such policies detail when and how long to archive electronic correspondence. If you don’t have one, it’s important to create one—both to promote regulatory compliance and to ensure that all your workers are on the same page when it comes to email security and archiving. Failure to develop a cohesive email retention policy can leave your business vulnerable both to legal problems and cybercrime.
Manage Email Deletions
To reduce the risk that important email correspondence may be lost, your email retention policy should make clear which emails can (and which cannot) be safely deleted. If a file or conversation falls within the gray area, a good general rule is not to delete.
Set Email Retention Periods
To ensure full legal compliance, and to be sure your workers are operating under the same set of instructions, retention periods for each department and document type should be compliant with Federal law. You may want to have your legal counsel review your policy to ensure that your company meets all Federal requirements.
Don’t Skimp on Cybersecurity
With cybercrime on the rise, email scams, viruses, phishing attacks, and other forms of criminal activity can compromise your company’s vital data or even share personal information about your workers. It’s worth the time to explore installing up-to-date cybersecurity software on your network. Such software can help you and your workers spot scams before they do any damage, and can also prevent vital data from being intercepted while in transit.
Invest in Cloud Storage
Cloud storage not only reduces the load on your in-house servers, it also offers a great way to backup your company’s files securely and offsite. In the event your in-house servers are compromised or suffer a service interruption, your data will remain both secure and retrievable in the cloud.
Work with a Cybersecurity Consultant
Cyber threats are many and evolving. And as cybercriminals find new ways to access sensitive data, more sophisticated means are needed to close the loopholes and provide airtight security. A cybersecurity consultant can…
– Evaluate your current cybersecurity protocols
– Advise you on which cybersecurity products are the best fit for your business
– Update and install needed software
– Help train employees on best practices for maintaining email security
– Help you create a data backup and retrieval plan in the event your company’s emails are compromised.
Located in Wayne, Pa, Waterdog Computer Works is a complete IT solutions and cybersecurity provider serving businesses throughout Main Line Philadelphia. Focused and responsive, Waterdog Computer Works offers a two-hour emergency response time guarantee, no-risk contracts and a team of technicians with over 75 years of combined experience. Call us at 484.580.8568 to speak to a member of our team.