Email Archiving – Are You Prepared for Unforeseen Legal Search Issues?

As every businessperson knows, controlling costs and increasing production is the basic business formula to achieve success. In reality, actually achieving that success is a much harder and intense proposition that requires you to provide a little wiggle room on both sides of the equation to deal with those pesky, unforeseen bumps in the road.

But what happens when a situation occurs that is so outside the sphere of normal business operations that you can neither deal efficiently nor effectively with it in order to get back to business as usual? In today’s technology driven business environment, this “situation” could be e-Discovery.

E-Discovery is defined as any process in which electronic data is sought, located, secured, and searched with the intent of being used as evidence in a civil or criminal legal case. E-Discovery has the potential to become an extremely costly and time consuming undertaking especially when dealing with the retrieval of emails from archaic archiving systems commonly used today. To ease the burden, businesses are looking to companies such as Estorian who have developed software products that retrieve targeted communications sent via email and that work transparently with their own computer networks.

Still, the problem remains in that, despite the growing marketplace, businesses often do not know exactly what solutions they need to deal effectively with email archiving and retrieval. Or, if they are looking at various software packages, they do not know what key features that software should include. The following provides an overview to get you started:

o Software that is easy and quick to install, thus saving you time, money and resources during the initial set up.

o Simple user interface that is intuitive as well as easy for you to navigate.

o Multiple search options available such as keyword, sender/recipient (internal and external), date, time, attachments, subject, inbox/outbox, importance level, etc. so you can pull data from archives faster and more efficiently.

o Real time capabilities, i.e. the ability to set up recurring future searches (daily, weekly, monthly, etc.) for investigations into specific subjects/email exchanges.

o Multiple location and file save capabilities such as .pdf, outlook folder, desktop folder, etc. for easy organization of email search reports.

o Flexibility to allow for future upgrades to search capabilities regarding legal and technological advances (IMs, chats, eFaxes, etc.).

Software packages such as Estorian’s LookingGlass incorporates all of these features and more, thereby providing businesses with an easy solution to company wide email archival and retrieval. As a result of using such products, businesses are reducing their legal and financial risk by continuously monitoring e-communications records across geographic locations and technical platforms from one single, easy to use interface.