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What information flows is your company archiving?
A few years ago, corporations put email archiving systems in place in order to meet various compliance regulations. Now, communications is no longer limited to email. Employees are using IM, Twitter, and social networking sites to communicate. Does your company track such communications? If so, how? If not, why and do you think that you are leaving yourself open to possible problems further down the road?
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If you are in a regulated industry, like banking and pharma, this is an issue. But, for most of the world, it actually is not. (This is the dirty little secret of the email archiving industry.)
There is not a requirement to archive that applies to most companies. The rule is that if anyone keeps a copy of something, then you must produce it. Email archiving got deployed because, if a single person has a copy of an electronic document it must be produced -- even if it is not in the server. So, if that lone sales person in Seattle has a copy of an email, it MUST be found.
So, email archiving became an easy way to centralize email to make finding it easy. It also allowed you to find something for your defense.
HOWEVER -- AND THIS IS CRITICAL -- If there is not a copy of a message anywhere in an organization, then you do not need to produce it.
Messages on IM, Twitter and social networking sites are not usually stored on the local computer. So, they vanish, just like a phone conversation.
If you believe that there is not a copy of the message available, then you do not need to keep it.
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