IT administrators must find ways to manage electronic
communication data now to control compliance risks effectively,
global legal firmBaker & McKenziehas warned in a
business guide tocompliance.
Proper
archiving,
retention, monitoring, filtering and electronic data are no
longer optional, they are imperative to reduce risk and protect
intellectual property, according to the guide's author, Cynthia
Jackson, partner in the legal firm's office in Palo Alto,
California.
"Companies of all shapes and sizes should be aware that the age
of electronic data imposes challenges and liabilities," she
said.
US statistics show that by 2005, 24% of companies had e-mail
subpoenaed and 15% had gone to court over lawsuits triggered by
employee e-mail. The guide recommends that companies should plan,
implement and train before a legal crisis arises.
Jackson said the guide is relevant to any UK company that does
business in the US or has US customers. She said it also raises
awareness of the issues and foreshadows the challenges UK companies
are likely to face in future.
"This guide will help companies understand the problem and ask
the right questions. Ignorance is no defence in a court of law,"
said Peter Lorant, senior director of marketing for Postini in
Europe, the Middle East and Africa.
Postini, an electronic communications company, has made the
Baker & McKenzie guide
available to UK businesses through free download from the Postini
website.
A webcast discussing the
contents of the guide is also available.
The guide outlines the risks, looks at the legal requirements to
maintain electronic records, and gives ten ways companies can
manage electronic data to avoid legal risk through archiving,
e-discovery and encryption.
"Successful approaches to electronic communications need to be
holistic. Having the right tools is only part of it. Companies need
to educate themselves on how best to use those tools without
exposing the business to risk," said Lorant.
The value of electronic data management is not only in reducing
risk, said Jackson. "With the mass of information that is
available, a company that can search that information and respond
quickly will have a definite business advantage."
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