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By Robin Bingeman
London, UK – Some American small businesses assume that rules regulating electronic records aren’t relevant to them or they can’t muster the staff or time to manage the issue, notes Robin Bingeman, from the Cryoserver email archiving appliance company. However, the end result of not storing emails sufficiently can have serious consequences, even for businesses that are one-person operations.
Any dentist, doctor, or medical clinic, for instance, must adhere to the provisions of the Health Insurance Portability and Accountability Act (HIPAA), which necessitates that all patient records divulging medical or personal information must stay confidential.
If a company does financial business, it must comply with Securities and Exchange Commission (SEC) regulations that require institutions to retain records of monetary transactions for a minimum of six years. Or, if a business processes credit card transactions, it must obey rules that require maintenance of information privacy. Absent some sort of compliance solution, most companies would find it tough to conform to these regulations.
“These rules can seem somewhat intimidating,” observes Bingeman. “But, there’s help available. An archiving appliance such as Cryoserver can automate the process of maintaining and indexing emails – and make it easy to locate them. Our company will set it up and you don’t ever have to think about it again.”
Educational institutions must adhere to the Family Education Rights & Privacy Act (FERPA) or face the consequences. A Connecticut community college was fined more than $700,000 for trashing emails that might have been relevant in a sexual harassment suit. A dependable email archiving software solution could have prevented the fine.
What if an industry is not specifically regulated by the government? Remember, any business can be sued and would need to produce any related documents such as emails. Even businesses that are sole proprietorships must follow the Federal Rules of Civil Procedure requiring the retention of relevant records that the opposing party’s lawyers have the right to examine. Asks Bingeman: “Could your company readily supply years’ worth of emails? If not, that could cause some trouble.”
Resembling a “black box” airplane information recorder, Cryoserver’s archiving software offers a complete, secure, tamper-evident repository for all emails and instant messages transmitted within a business. Organizations can purchase Cryoserver as an appliance or a software program – and it meets legal obligations for the long-term storage of e-documents.
“Your organization doesn’t need to construct your own email storage system,” says Bingeman. “Cryoserver’s email archiving solutions can start working for you right away. And, you can get back to running your company.”
About Cryoserver
Based in London, England, Forensic & Compliance Systems Ltd., the makers of the Cryoserver email archiving appliance, work with various global partners and resellers in a number of markets worldwide. With clients in more than 20 countries, the Cryoserver forensic compliance system is the world’s leading compliance solution for email and other electronic data.
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software call toll-free (866) 311-1652 in the U.S. or 44(0)800 280 0525 in Europe.
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