So, you’ve decided to move your on premise email system to Office 365/Exchange Online for cost savings, higher security, and scalability. However, before you begin the migration, a question you should ask is; does my organization journal email for compliance, legal, or business requirements? If your company does, then read on.
Healthcare providers are facing continually growing data storage requirements, a changing regulatory compliance environment and increasing numbers of data sources to manage.
The obvious culprit of rising healthcare storage requirements is diagnostic imaging systems. Currently, imaging systems are creating over 600 million images per year in the U.S. alone.
With bipartisan support of the US., UK and major tech companies, new legislation enacted on March 23, 2018, replaces the outdated 1986 Stored Communications Act. The Cloud Act was forged out of necessity and fast tracked after a cross border conflict erupted when U.S. authorities sought a subpoena in NY for an Irish national’s emails stored in Ireland. Microsoft promptly filed suit against the United States and the Supreme Court is poised to make a decision in that case after oral argument earlier this year, yet the Justices implored Congress to replace the prior law to avoid a decision predicated on a law that predated cloud- based computing. Fueling the rush to put new laws in place is the fact that tech companies are incurring massive fines by complying with US law enforcement subpoenas that violate the privacy laws of other nations.
In my last blog, I discussed the connection between information management and data value. I laid out a math exercise showing how a lack of information management can dramatically affect productivity across the organization by calculating the actual cost of employees not being able to find information when the need it. This in turn causes employees to waste time looking for it, and when not found, being forced to recreate it. By estimating the number of hours of lost productivity as well as the fully loaded cost of the average employee, we are able to determine the total cost of lost productivity.
Taking this theme further, we can use the estimate of lost productivity hours and calculate total lost revenue – the revenue the company could have captured if enterprise-wide information management was more efficient.
Many companies faced with a need to archive data (usually email) due to regulatory requirements, eDiscovery responsibilities, or business requirements, look for solutions based on capabilities, cost, vendor reputation, security, and regulatory requirements.
In the past, companies in need of archiving solutions purchased one of the many on premise or cloud-based solutions that met their needs. However, many of these archiving solutions actually converted the data so as to enable more efficient storage, indexing, and search. The problem with data conversion is the data can be corrupted or metadata changed or lost nullifying its “golden copy” or copy of record status. In most cases, this is not really a problem… unless you are anticipating or are in fact, involved in litigation.
Social media platforms have proliferated as a direct method for companies to connect with their customers. However, in the last several years, businesses have been forced to collect and make available social media content for both eDiscovery and regulatory compliance.
They knew they had something here. I guess they should have known that when one of the largest banks in North America became one of their first clients. Our founders brought a simple tool to market - a software solution that moved data, moved it fast, and moved it completely, to the cloud. At that time, we liked to describe the company as a moving company and everyone was (and still is) always moving. What made it better was that everyone’s lawyer and every new law required our customers to never throw any of those old boxes of stuff away. By law, every relatively insignificant email, attachment, scrap of metadata, etc., from every deal, and every past and current employee had to be boxed up and kept in storage in perpetuity, or until someone somewhere had the guts to actually say “delete it.”
Finally, the financial industry is no longer forced into purchasing and supporting overpriced on premise WORM storage or high priced, specialty cloud archives that lock them into the platform with ridiculously high penalties when you want to move your data out. At least many of the on premise WORM storage systems such as the EMC Centera storage system have a proven history of meeting SEC Rule 17 a-4 requirements however, the financial industry is moving to the cloud for lower prices and higher security.
Many companies that store content in cloud-based archives are stunned by their cloud vendor’s one-way attitudes - it’s free to move huge amounts of data into their cloud-based archives, however, it’s another story when you want to move it out again.
Whether you need to export a large data set in response to an eDiscovery request, or, heaven forbid, you’ve grown dissatisfied with the cloud vendor and want to move your data somewhere else, the cost to extract your data skyrockets, and in many cases, to ridiculous levels.
With the continuing explosion of data piling up across organizations around the world, many are turning to the cloud as an economical way to keep pace with the vast amounts of data they must store, manage, and share. Eventually, much of this data is archived for regulatory, legal, and business reasons while all of it is backed up due to disaster recovery practices.
We recently caught up with George Crump, Founder of the well-known analyst firm, Storage Switzerland to provide an update on Archive360 and its technology solutions, as well as provide a sneak peek at what's to come. And, I guess he liked what he heard, because the result was a Briefing Note entitled, "Breaking the Archive Dead End".