Journaling and retaining pieces of content are important to any company. Nowadays, handling these tasks is easier since most of the transactions and processes are recorded in online platforms like Office 365. In this article, you will learn how searching and holding content has evolved. This guide also seeks to explore the most effective practices used by legal departments and compliance officers.
A quick overview
Retrieving pieces of content for official or legal purposes entails a very rigid process. It’s crucial to follow the correct procedure in order to preserve the integrity of the material. Lawyers may request a company or the legal department to submit an audit trail to authenticate and verify that the team followed the right steps in collecting the required information.
For example, if a particular department needs to retrieve information, it’s not enough to look through the mailbox of the parties involved. The piece of information might get tampered with if the company doesn’t follow the prescribed data retrieval procedure. If the regulating committee finds an inconsistency with the presented information, they won’t accept it as a piece of evidence.
Journaling, litigation hold and eDiscovery
In the early years, Office 365 journaling was the first choice of many companies who wanted to improve their data retrieval, collection and search. In this process, the department involved needed to capture each message received in the mailbox. Then, they stored and copied the email’s content into a separate storage system or server.
Today, companies have the option to use the eDiscovery function instead. They activate the auto-expand feature of the email accounts of each employee. The company also has the option to retain all the information needed from some of the members. The collected pieces of information are stored for future use.
If the company needs to sift through all the available data, the in-charge department or individuals will merely need to create an eDiscovery case and check the litigation hold for the archived information. For the litigation hold, you can limit the access by designating roles to the members of the department.
Because of such innovation in today’s data storage, collection and retrieval, Office 365 Journaling may already seem like an obsolete feature.
In most cases, many organizations largely depend on third-party companies to help them manage their email journaling, archiving, and backup needs. With the help of a specialist, you can streamline the process with greater ease.
Why is data important?
Data is another form of currency in a company. It can contain the necessary information to propel a company forward. It can also contain details regarding improving a specific aspect of the company’s procedure. This is why millions of companies invest money, effort and time to boost their efficiency in storing, handling and retrieving data within the company.
Through email, members of the HR, legal, finance and other departments can distribute information securely. This is why it’s crucial for companies to utilise online tools such as Office 365 for a better, faster and more organized way of sharing data and information.