So now the hard work is done. You’ve built your compliance and email policy and you are ready to implement and enforce. When exploring mail archiving software, doing your research is a critical step. First, you will want to look at your current Domino server software or Exchange software and see if the features supplied by these tools will work for you. If they can do everything that your policy calls for, then you are all set.
However, Chances are they will leave you looking for more, so you’ll need to search for an email archiving system that allows you to implement your policy to the fullest. So as you search, you want to look for the following items:
- Flexibility – Look for a system that allows for a lot of options. Not only do you need to worry about what data to include, you want to make sure you can exclude people, servers or any other exclusion criteria. For selecting the data you want, options like date range or number of days old is key. Also look for things like inclusion based on content or specific field values, you may have a need for this selection.
- Functionality – This one is similar to the first option when looking at the features. Make sure it has more features than you currently need. Chances are, those settings were requested by another customer just like you. They started off with one goal in mind, and over time, realized that the requirements grew. That added functionality may be just what you need.
- Ease of use – If you are the admin setting this up, make sure the system is easy to work with and changes can be made seamlessly. You don’t want to have to fight the software to make enforce your policy. Make sure the results of the processing are also easy to work with. This is not only important to the end-user but also the legal team who may need to work with the data as well.
- Process reversal – Depending on the situation, you may be asked to reverse the archives and put the mail files back to the state they were originally in. Make sure that the solution can easily undo your process.
- Is the data search-able/retrievable? – Now that the data is managed and in the archives, what about retrieving it or searching it for legal use? Pick a system that makes this process easy. If they are putting the data in their own proprietary format, make sure that this will not cause your legal team any issue when either trying to search the data or more importantly, when the data needs to be submitted to an opposing council or the judge.
There are many solutions out there that will work for your organization’s needs. Find the one that best suits your needs and will give you ALL the funcitonality that you need and more. You don’t want to be knee deep in the project only to find out that your software delivers part of the configuration you have to have.
To see how Sherpa Software answers these questions, check out www.sherpasoftware.com.