{"id":1877,"date":"2018-06-26T14:00:00","date_gmt":"2018-06-26T18:00:00","guid":{"rendered":"http:\/\/www.exchangedefender.com\/blog\/?p=1877"},"modified":"2018-06-25T11:27:50","modified_gmt":"2018-06-25T15:27:50","slug":"three-simple-ways-to-begin-regulator-compliance-archiving","status":"publish","type":"post","link":"https:\/\/www.exchangedefender.com\/blog\/2018\/06\/three-simple-ways-to-begin-regulator-compliance-archiving\/","title":{"rendered":"Three Simple Ways To Begin Regulatory Compliance Archiving"},"content":{"rendered":"

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Have you been putting off offering or relying on Compliance Archiving to meet regulatory compliance requirements? If so, you\u2019re among friends as most businesses tend to view it as a form of a backup until they receive a letter from a law firm. Recently we published a quick and informal techie-free post about business continuity<\/a> and we wanted to do the same for archiving because the #1 thing that will keep you out of trouble is making sure your entire organization is on the same page.<\/p>\n

With that in mind, here are three steps that your organization needs to follow to get started with Compliance Archiving:<\/p>\n

\u00a0 Step 1: Understand how your organization communicates<\/strong><\/h3>\n

If you only knew what everyone did and what they had access to, things like security and compliance would be a non-issue. In the real world, organizations have a revolving door of staff, vendors, clients, laws, and projects that is constantly spinning. The notion that you can get something to manage it all, held together by IT staff and automation, is nothing short of a fantasy. Or rather, a nightmare, because you\u2019ll get in trouble over one thing that was missed and went wrong not a million things that went right.
\nOur Compliance Archiving touches every message in your organization: doesn\u2019t matter if it\u2019s a message you sent to a client, a message you received from a vendor, or an interoffice email you sent to a coworker \u2013 we get them all. The important thing in step one is identifying the people and making sure that the way you communicate is set in stone: \u201cWe communicate with everyone through @ownwebnow.com email addresses, every ticket, every update, every inquiry, every quote, every bill pay \u2013 everything either comes from or is cc\u2019d to an @ownwebnow.com address.\u201d<\/em><\/p>\n

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\u00a0 Step 2: Get a grip on your devices, apps, and processes<\/strong><\/h3>\n

Convenience is the enemy of order. And if you\u2019re going to run a business, you cannot have everyone do exactly what they want to do. Yes, Subway will make your sandwich any way you want them to, but if you walk in and order a key lime cheesecake you\u2019re going to be hungry. Same method applies to all the devices, apps, processes, etc. The simplest, most common sense, most effortless thing to do is to just give everyone that works on your behalf an email address on your infrastructure and have them use that email for all company communications.
\nIf they use something else, and for some reason you wish to permit that rule change in your business, request that everything is cc\u2019d to a local shared mailbox where you can keep ownership of it. Don\u2019t make a big deal out of it \u2013 we get our office beer and red solo cups from Costco \u2013 and believe me we don\u2019t have a massive asset inventory tracking system around it with people signing off on stuff left and right. We just take a picture of the receipt\/order form and email to a receipts@ address – done.<\/p>\n

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\u00a0 Step 3: Get a regulatory compliance plan<\/strong><\/h3>\n

The worst thing you can possibly do is start thinking about a plan when you\u2019ve received a request for information or a legal hold. The good news is, step #3 is the simplest one because it\u2019s just a matter of calling us at 877-546-0316 and talking to someone about implementing the Compliance Archiving solution. The complexity isn\u2019t in the technology, it\u2019s with the people and the constant sprawl of apps and devices that hold vital corporate information.<\/p>\n

The great news about what we offer with our partners is that anything going in and out of your company can be screened, monitored, reported, and produced on demand or automatically for just a few bucks a month. The biggest challenge is knowing what to do \u2013 and you have to actually get started.<\/p>\n

We look forward to serving you and making regulatory Compliance Archiving a breeze.<\/p>\n","protected":false},"excerpt":{"rendered":"

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