Message archiving is a critical component of compliance
The regulatory environment continues to become more stringent as FRCP, SOX, HIPAA, FINRA, GLB, NYSE, NASD, and SEC regulations require nearly every company to maintain an easily accessible and complete archive of electronically stored information (ESI). This not only includes emails but also IMs, social media and even text messages.
There are over 1,000 different international, federal, state, and local regulations that require tamperproof, redundant, and easily accessible archives. Regulations typically require organizations to archive email for 3-7 years, which must be accessible within days. If you use email for your organization, you more than likely have eDiscovery requirements and an even more growing list of compliance obligations.
Failure to meet compliance obligations with an efficient message archiving strategy can lead to millions in fines and reduced productivity.
FINRA
FINRA pertains primarily to financial services, which is arguably the most heavily regulated industry. Under these rules, correspondence of emails to the public pertaining to the firm’s business whether it is generated from the home, office or elsewhere, is subject to provision. Also included are advertisements and sales literature, all of which must be maintained as records for three years from the date of last use.
SEC
Mainly parallel to FINRA rules and pertaining to financial services, SEC rules require specific requirements for broker dealers. SEC Rule 17a-4 requires brokers and dealers to preserve their email for at least six years, but other records must only be retained for at least three years.
FRCP
- The 2006 Federal Rules of Civil Procedure require all organizations, large or small, to maintain complete archives with ESI that is readily accessible in the event of litigation.
- Click here to see e-Discovery page for more info
HIPAA
All healthcare organizations must take steps to simplify and standardize electronic data exchange, and protect the confidentiality and security of all electronic health data managed by the organization.
- HIPAA requires healthcare companies to preserve email messages and attachments containing patient health status, medical care, treatments, etc.
- Each instance of HIPAA email compliance failure is punishable up to seven-figure fines, criminal charges and even jail time.
SOX
All public companies are required to show governance and security controls for financial information. All information transmitted via email; revenue sheets, finance updates, and even internal notes, must be protected in a compliant manner. If a company fails to meet SOX requirements, heavy fines are imposed.
For industry specific compliance information, download our compliance data sheets
Keep compliance simple with Sonian’s hosted archiving service:
- Automatically captures, stores and indexes all inbound and outbound emails
- Designed for compliance archiving and eDiscovery
- Full text indexing
- Reviews all emails and attachments for policy compliance
- Advanced eDiscovery capabilities
- Perform search requests for audits, litigation, or internal queries quickly, accurately, and completely
- Provides unlimited storage at one fixed price
Every mail platform, every industry, every regulation: the Sonian email compliance and eDiscovery service has you covered.
“Sonian delivered a compliant solution that allowed us to allocate IT resources more efficiently — a must-have in the financial world.”
-David Greene, director of information technology at CWS Capital Partners
