A recent paper published by Information-Management.com found that companies who assume that an e-mail archiving solution will solve their e-Discovery requirements may be sorely mistaken, for two important reasons – e-mail archiving systems generally do not incorporate the advanced analytical features necessary to quickly and efficiently sift through the emails and identify what’s needed, and e-mail archives do not store all of the enterprise content that may be required for e-Discovery.
To be sure, an e-mail archive is an important addition to an organization’s content management arsenal, but it should be considered as just one component of a comprehensive records management system.
While e-mail is likely the source for the majority of the information asked for in most legal discovery request, correspondence on social media and other Web 2.0 technology is equally important. Currently overlooked in a number of cases, the explosive growth of social media in the business arena will eventually make this an equally important evidentiary source.
The paper also pointed out that some organizations rely too heavily on technology when carrying out the discovery processes, forgetting that discovery in today’s modern, digital-based enterprise requires the right balance of people, processes and technology. All too often, technology is implemented without considering the resources that must also be devoted to the processes. This can lead to undocumented workflow procedures that do not pass the defensibility litmus test.
It is critical that organizations clearly define records management and e-mail usage policies for all employees – especially those who produce substantial email. Wortzman Nickle has led the way in drafting workable records management policies for Canadian organizations.