information governance program paper

E-mail is a powerful tool used for communication and is an integral part of a worker's day-to-day activity. Consider the trade International mobility has become a necessity and an integral part of doing business in the digital era. Whether it is moving customer data for sales of products or services or even employee information for contact and coordination within the organization. It’s can be based on several major themes which are:

Prevalence of emails in business

· According to statistics 75% of business-critical information is stored in corporate emails, which basically means it is with utmost importance and priority to implement information governance techniques on the information and processes of how users use their email (Krstic, 2018).

· Help organizations maximize the value of organization's information. It helps to ensure regulatory compliance, reduce costs associated with fines and litigation, increase operational transparency and increase employee productivity and efficiency.

· Email fast, convenient, collaborative, ease of file attachment files, habit; most people know how it works, etc. (Ricciuti, 2015).

Challenges for Information Governance

· Email is not controlled

· Individuals can delete, save at will

· Inadequate or useless subject lines

· Often lacks archival protocol

· Email records can be maliciously changed in both content and metadata, that renders it legally invalid (Smallwood, 2014)

· Loss of critical business info; can affect eDiscovery. When an organization is faced with a lawsuit finding the relevant information among millions of emails can be costly or impossible.

· Lack of responsibility and policy to manage. Inadvertent disclosure can cost the organization millions of dollars, loss of market share, loss of shareholder equity, and ongoing negative publicity.

Remedies

· Policy and responsibility to correct challenges: E-mail offers a private way to chat with one person or several people, something that is not readily available through social media.

· Smallwood stresses that email retention is a legal matter. Many of the challenges associated

with email can be remedied by automatic archiving. Specialized email archiving software is

available that remedies many of the issues associated with traditional backups. Having a handle on managing large email archives, assures more efficient and rapid location and retrieval of sought messages, which can provide a significant legal advantage (Smallwood, 2014).

References

Krstic, B. (2018, May 28). Why your information governance strategy must start with email. Medium. https://medium.com/jatheon-technologies-inc/why-your-information-governance-strategy-must-start-with-email-73200fd8d640. 

Ricciuti, L. (2015, February 11). Why is email still popular?. Aiim Community. https://community.aiim.org/blogs/lisa-ricciuti/2015/02/11/why-is-email-still-popular. 

Smallwood, R. F. (2014). Chapter 12. In Information governance: concepts, strategies, and best practices.

John Wiley & Sons