eDiscovery and Deleted Emails: What Information Can Be Discovered?
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An organization can lay a foundation for accountability by retaining records of all email communication. There are two ...
An organization can lay a foundation for accountability by retaining records of all email communication. There are two primary methods for archiving emails: journaling and mailbox archiving. Email journaling can generate more complete records to allow for faster and more cost-effective eDiscovery. Find out why your organization should consider using Expireon to store and manage communication data.
Journaling is a method of backing up all email communications, including sent and received messages. Organizations can store emails for the purposes of internal policy, regulatory compliance or to serve as evidence in support of litigation. Using a cloud-native journaling platform to capture and store emails in a centralized location is the best way to make unstructured data available for timely recovery.
Journaling for emails originated with on-premises Microsoft Exchange servers in the 1990s in response to the evolving regulatory requirements of the Securities and Exchange Commission. While storage demands for email journaling have always been significant, technological developments have altered the ways in which organizations handle communication records.
As more companies transform into the cloud, third-party providers have stepped in to fill in gaps resulting from limited support for this function on the leading cloud-based productivity platforms. Organizations can use Simple Mail Transfer Protocol workarounds and the leading third-party solution to implement this risk management measure.
Information technology and legal stakeholders at enterprises are usually the parties tasked with deciding whether to journal or archive emails. Here are a few important distinctions between journaling and archiving for IT and legal teams to consider:
Expireon is a next-generation journaling solution. This cloud-native open platform does not use proprietary APIs or file formats providing clients with true data sovereignty. While Expireon runs in our cloud environment, this platform enables an organization to store journaled messages and perform email eDiscovery on its own cloud database under its own security controls.
Microsoft 365 does not include journaling capabilities in the same way that an on-premise Microsoft Exchange server or other platform might offer. With Microsoft 365 you can configure an SMTP link to send messages to an external platform.
Some organizations might be happy with using the Microsoft 365 built-in retention functionality which handles in-place holds, but this doesn’t always fulfill your compliance or retention requirements.
To really gain access to the full functionality of email journaling, an organization can configure an SMTP connection in Microsoft 365 to send copies of data to Expireon.
A third-party product can make comprehensive journaling available to enterprises that use Microsoft 365. Expireon is a right-sized email eDiscovery solution that organizations can configure to operate on the basis of any retention policy. The leading journaling platform supports internal audit and external discovery workflows by providing critical information or evidence in a timely manner.
The best approach to email journaling covers the preliminary stages, or left side, of the Electronic Discovery Reference Model (EDRM), which include:
Stakeholders can use the eDiscovery functionality of Expireon to create cases and place legal holds with the option to index the data for content searches.
A journaling solution that allows stakeholders to form collections and convert datasets into the Outlook Personal Folders or PST file format is useful for direct data transfers and uploading data to the leading legal platforms. Expireon is compatible with the legal information technology ecosystem from upstream archives to downstream forensic and review tools.
A cloud-based platform with intelligent retention features offers an innovative solution for capturing and storing unstructured communication data. Expireon uses artificial intelligence and machine learning for journaling geared towards more efficient eDiscovery.
Categorization and indexing functions can provide a clearer understanding of content and allow for additional culling before moving messages to the most appropriate systems. These capabilities can also increase the availability of evidence during the discovery process. By using spare processing power, Expireon can make informed decisions about which emails to retain, how long to store these messages and when data should expire.
Taking a smart approach to gray data, such as ads and newsletters, is an effective way to reduce the total number of archived messages and limit the scope and costs of internal and external reviews. External eDiscovery services typically charge set rates per terabyte. Intelligent retention can limit this review process to the most relevant emails and message data.
Using Expireon for journaling can produce the most complete communication records. Here are several benefits of using this journaling platform:
Journaling is the ideal approach to storing electronic communications. Stakeholders can get all of these benefits by establishing clear retention policies and procedures and setting up this platform to meet internal accountability and external compliance requirements.
Expireon is a cloud-native open platform for email journaling with intelligent retention capabilities. Cloudficient specializes in meeting client needs with archive transformation solutions for Microsoft 365. Our next generation migration technology is changing the way businesses store and access records. Contact us or go to our website to find out more about Expireon and other scalable and seamless solutions for bringing Cloudficiency to any data management project.
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