Dear All,
I know over the years various products have been touted, discussed, and even demonstrated that deal with the thorny problem of complying with an e-discovery/e-disclosure request for emails.
What I am interested in knowing is the following.
First, what is the current capacity within Outlook 365 to search any emails that have come into an organisation and to retain copies of those emails for compliance purposes? I am not interested in the possible forensic investigative tools that are rarely used or used only by internal audit or ICT on a specific case. I am interested in the regular monitoring and extraction needed to comply with regular or frequent requests for PII in emails. I understand there might be specific modules that can be added to the basic Outlook 365. I am interested in these or whether any one has used them.
Second, what are some systems that people would recommend that would allow emails to be tracked, stored, and searched (with an intuitive or smart search that can meet the "duck test")** as well as being able to link all references to the relevant PII. I am familiar with pharmaceutical companies needing this level of compliance and auditing purposes for their systems.
Third, does anyone have any policies or procedures they would be able to share that they used to introduce these to staff and managers to allay fears and help them understand the system's role in a compliance culture.
Thanks
Lawrence
**The "duck test" refers to a situation where someone writes an email about a bird that floats, flies, and quacks, has webbed feet and is playfully called "Daffy" but never mentions the word duck. :)
Lawrence Serewicz
Information and Records Manager
Transformation and Partnerships
Durham County Council
County Hall
Room 143-148 4th Floor
Durham
County Durham
DH1 5UF
Direct 03000 268 038
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www.durham.gov.uk
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-----Original Message-----
From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Anne Jolly
Sent: 16 March 2018 11:52
To: [log in to unmask]
Subject: Imposing naming conventions in HE
Dear all
I wonder if any HE institutions have imposed electronic file naming conventions as an obligatory practice throughout their institution? I have been asked to look at this, and think it is not only unlikely to be achievable, but not necessarily desirable...
But if anyone has achieved it, or can offer me some anecdotal evidence in relation to this, I would be happy to receive it!
Kind regards
Anne
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