Email archiving lapses spell corporate chaos

Too few companies have woken up to the need to archive emails effectively and are leaving themselves exposed to potentially serious legal headaches.

Research from the AIIM, the Enterprise Content Management Association, found that only 21 per cent of companies archive emails into their records management system or use a dedicated email management software. The majority (53 per cent of companies) rely upon back-up files, while nearly a quarter (24 per cent) admit there is absolutely no archiving in place.

Where instant messaging is concerned the disregard is even clearer. More than half the respondents admitted they use instant messaging in the enterprise but have no record of exchanges. A similar number admitted their storage systems would not be up to legal scrutiny.

However, the survey found that those companies which are managing to keep records are still falling down in other areas. A worrying 80 per cent - who are bound by data retention laws - are failing to delete records after the requisite time.

Doug Miles, MD of AIIM UK, said too many companies have failed to mature beyond a reliance on keeping paper records and haven't realised electronic communications and transactions must be recorded.

Miles added: "Back-up tapes are notoriously unreliable for retrieving specific documents that may be called for by auditors or legal departments. Policies need to be resolved between records managers and IT departments and if necessary investments made in information management systems."