As an Administrator, HR Personnel, Legal Counsel or Compliance Officer, one of the biggest concerns you may have with your end-users are ‘local archives’. Users love them because it gives them quick and easy access to all the data they need. Corporate officials hate them, on the other hand, or at least they should because they are a nightmare for administrators. Allowing local archives into your environment will only cause you headaches for many reasons:
If you have no way to manage local archives, any data older than your current retention policy puts you out of compliance and at risk for fines or other penalties.
If you have to conduct an ediscovery search, you’ve now added costs of time and money to locate and search these archives. This could possibly delay your output and, again, cost you penalties and fines.
Audits of your Retention Policy take longer and therefore cost you more time and money as well.
One way to ease this process is to fine-tune the wording in your Corporate Retention Policy around local stores of data. If you are unsure of your current policies, review them and convey those restrictions to your end-users. By educating them on what is and is not allowed, you will save yourself from many of these future headaches.
Locating local archives can be frustrating and that is one of the many features of Sherpa Software’s Mail Attender for Lotus Notes product. Finding, relocating and managing local archives is just a small subset of the features it provides.
Management of Mail Attender is executed from a central location with flexible configuration options that can be applied to the entire company or a subset of mail users. This solution not only streamlines the email management process, but it gives administrators complete control over the entire mail environment.
To see for yourself the benefits of incorporating Mail Attender for Lotus Notes into your organization, click here to download a free trial.