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26 ADVERTORIAL
WHY E-MAIL
MANAGEMENT MATTERS
Andreas Richter discusses the importance of legally securing e-mails
Words: By Andreas Richter, Director International Marketing, GROUP Technologies
On a daily basis around the world, every imaginable type of
information is exchanged via e-mail in nearly instantaneous
time – both internally and externally. No other communication
medium is as fast, simple and economical. The usage of e-mail
within business processes, however, introduces new risks. A
secure and legally compliant e-mail implementation is
essential. The process-oriented control of e-mail
communication is in addition a decisive factor in increasing an
organisation‘s efficiency and productivity.
We all know about and have learnt enough about anti-virus,
spam-filters, Trojan horses and the uncountable amount of e-
mails entering the daily inbox. But do we have enough
information on how to meet the e-mail-management challenge?
Laws, rules, regulations – from the origin of the Sarbanes-
Oxley (SOX) Act to the most recent standards, such as SEPA
and 8th EU directive – enterprises increasingly see the need
to deal with the general issue of how to use e-mail at its
best. Drivers like how to deal with internal intellectual
property and compliance aspects followed by IT security
standards (e.g. data protection) up to country specific
archiving regulations sometimes cause headaches at recommend paying very close attention to all e-mails sent
management level. Loss of data, loss of reputation, loss of and received to ensure that absolutely no initial suspicion
business relationships could be summarised as the risk arises. Doing this manually can be very time-consuming, so
potential in a non-compliant e-mail-management scenario. GROUP Technologies recommends an automated, process-
Organisations, for example that do business with the US oriented approach.
are increasingly coming under the scrutiny of the American E-mail management solutions support company’s strategies
authorities, who are starting to carry out investigations and place a wealth of extremely useful solutions at your
based on the Foreign Corrupt Practises Act (FCPA). The main disposal. They enable companies to control the day-to-day
objective of the compliance rules of the FCPA is to stem flow of e-mails on the e-mail server and extract the best from
worldwide corruption, i.e. a legal framework was created in the electronic correspondence medium.
order to uncover instances of bribery and corruption and make The intelligent combination of all features of e-mail security
them punishable. and e-mail archiving needs to be considered when looking at
Meanwhile, the fines imposed have risen to eight-figure the overall e-mail compliance picture. It is also important to
sums. The focus of attention is the granting of a benefit to maintain firm control of both incoming as well as outgoing e-
an office-holder, with whose help new business deals are mail traffic. Stand-alone solutions, covering only some
concluded or prior business continued. The FCPA aims to put aspects, ultimately fail to provide the necessary level of
a stop to this by all means and make such acts punishable. security. The only way to make sure that your e-mails will
‘Knowing’ and ‘seeing’ nothing definitely does not count as an remain confidential and comply with the legal requirements is
excuse. On the contrary: if prohibitions are deliberately to have a central process that covers all aspects of e-mail
ignored (‘conscious disregard’) or if a person is deliberately communication and at the same time makes life easier for
negligent (‘wilful blindness’) or if rules are simply ignored the user.
(‘deliberate ignorance’), then conviction will usually follow.
That is why GROUP Technologies – amongst other reasons - More information:
www.group-technologies.co.uk
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