Email & Instant Messaging

Anyone who has spoken to me for more than a few minutes <insert apology here> knows how strongly I feel about the “in-place” management of information. “In-place” means that content is managed in the same location that it was created and is not moved to another location or database for its long-term management.

As a means of communication, email is ubiquitous. As a result, an email is often the only evidence of a transaction or interaction between individuals. Yet email is surprisingly easy to forge or tamper. It is therefore critical that the file formats used to represent email outside of their original systems capture and retain the metadata necessary to demonstrate trustworthiness.

In the past year and a half, two of the buzzwords we’ve all been hearing constantly are “remote work” and “the cloud.” Indeed, this is the new work ecosystem we find ourselves in, and people in industries around the world are seeing it unfold in realtime.

According to a recent survey conducted on behalf of the digital association Bitkom, an average of 26 emails are received per professional mailbox in Germany every day. Processing them takes up a large part of working time. In addition, emails are an integral part of processes.

With due acknowledgement of the disease’s tragic impact, the COVID-19 outbreak proved a boon for Microsoft Teams. Microsoft Teams users soared from 20 million to 145 million between November 2019 and April 2021.

Despite increasing reliance on online platforms like Slack, Teams, Facebook, Zoom, and WhatsApp for both internal and external communications, many companies are slow to implement formal practices for the retention and preservation of online data. In fact, 71.6% rated their organization as “immature” or “intermediate,” according to a new report from the US Association of Corporate Counsel (ACC) and Pagefreezer.

Veritas Technologies has published the results from new research, The Veritas Hidden Threat of Business Collaboration Report. This polled 12,500 office workers across ten countries and shows that employees are exposing companies to risk by taking data out of the control of businesses that employ them.

On March 2, 2021, Microsoft published information about four critical vulnerabilities in its widely used Exchange email server software that are being actively exploited. It also released security updates for all versions of Exchange back to 2010. Microsoft has told cybersecurity expert Brian Krebs it was notified of the vulnerabilities in “early January”. The Australian Cyber Security Centre has also issued a notice on the vulnerabilities.

Archiving email isn't easy or obvious. Commonly, solutions are vendor-specific and email clients are required; not an ideal solution for static records.