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Email Archiving Legal Requirements
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Email Archiving Legal Requirements

The legal standards for e-mail archiving differ considerably and exist at the federal and state levels. How, and for how long, you can store emails, could also be subject to the sector in which your company works – or with whom you do business. We look at some of these factors and propose a solution that is suitable for most companies.

What the Law Requires

In 2006 a Law was passed for archiving of data. It said that organizations, covered entities and business associates must retain the electronic record for at least 6 years. It simply says that no one can delete emails when they are no longer relevant to the company. It says that an individual must know where the data is stored, for what purpose, and should have access to browse through it, and to be able to access it on demand.

The law states that you need to know how the system operates and company should be able to deliver the requested emails quickly.

Penalties for Failing to Follow Federal Email Archiving Laws

If your company does not comply with federal e-mail archiving regulations, you might have been able to comply with it for quite some time. After all, as long as your company isn't involved in the prosecution, you're safe, aren't you? Unfortunately, you never know what legal problems are going to be dealt with. Penalties for failure to comply with federal e-mail archiving laws are serious. If you are unable to produce the relevant data, you can end up paying "heavy fines".

Why is Email Archiving a Law?

Federal e-mail archiving regulations are intended to protect both your business and your clients. Whenever a court case is filed, achieved email can serve as great significant evidence.

Are There Benefits to the Company That Practices Email Archiving?

Yes there are surely some benefits that are associated with Email archiving.


  • Email archiving can help prevent email from taking up precious space on your servers. Send emails to the archives on a regular basis, and you'll be releasing the room again.
  • It also reduces the burden on the mail server, which ensures that the IT department would have fewer issues running it.
  • Email archiving also helps to protect against data loss. You can easily collect the data whenever you need it.