Information Governance

As one of the world's most widely used business tools and a key piece of evidence in both civil and criminal cases, email is a crucial area for Information Governance activities. Nearly 80% of workers use their email accounts to send and receive work-related emails, exposing sensitive information to possible security threats. According to Mukherjee (2019), it is hard to meet the demands of email retention and archiving due to the dangers of sending emails via personal email accounts. Stakeholder consultation is critical to developing email policies that are both safe and useful. Policies open to change are essential for keeping up with the rapid pace of technological advancement, and they should be reviewed and revised regularly. Because of the fast pace at which technology advances, laws governing email will fail. Certain emails don't count toward a company's record. Email isn't always accepted as evidence in court. Emails may be used as evidence in civil and criminal cases if certain circumstances remain met. According to Daneshmandnia (2019), automatic archiving is feasible to keep e-integrity emails for legal purposes. Without boundaries or security precautions, instant messaging has risen in popularity in both the public and private sectors, owing to its ease of use and accessibility. Nowadays, up to 80% of businesses employ instant messaging in the workplace, with most communication taking place via public networks. As a consequence, security dangers and concerns have increased significantly. Monitoring and regulating instant messaging technology improves an organization's capacity to adopt best practices and judgements for corporate instant messaging. Regarding instant messaging security, free services are less secure than enterprise-level instant messaging. It will cost money, but having a more secure method of communication would substantially benefit the company. Using corporate instant messaging policies and software correctly may greatly help businesses via systematic assessment and changes (if necessary). To ensure the legitimacy and correctness of instant message records, they should be captured in real-time and kept appropriately. According to Mukherjee (2019), information governance provides a comprehensive approach to the management of corporate information assets. This remains accomplished by putting into place roles, processes, metrics, and controls that acknowledge data's significance as an essential company asset. One of the primary goals of efficient information governance is to provide workers with simple access to the data they need and trust in its accuracy. A company must ensure that information can be quickly accessed by those who require it. Information governance allows companies to optimize the value of company information and utilize it in a way that positions it as an advantage for the firm. Improving the management of email should be the primary emphasis of information governance. Email is still the primary mode of contact for organizations of all sizes, even though other forms of communication are gaining a more significant foothold in the workplace. An even more considerable amount of the data vital to the operation remains in email. Since the volume of emails sent and received has increased exponentially over the past several years, businesses remain forced to manage their email communication and storage with more excellent care than in the past. The vast majority of companies do a poor job of monitoring the effectiveness and integrity of their email systems. They continue to utilize email servers as storage solutions, which clogs them; thus, it is a problem since most companies use them as storage solutions. According to Daneshmandnia (2019), implementation standards of technology may prevent data loss and theft of email is made easier with the assistance of information governance. It remains recommended that employers only allow workers to use the corporate email server for business-related communications. Because it may provide a hacker a way to track and attack the organization, no employee should use a personal email server for the company's usage. Email security is yet another essential component met via the implementation of information governance. It employs the newest technology, such as anti-virus software, spam filtering software, software that monitors wrong links, blocks harmful files, and algorithmic filters to identify and eliminate the threat before it can destroy the system. According to Mukherjee (2019), cloud-based storage solutions are one of the many services information governance offers for storing and making available data. It can flag essential files and information so that it is inaccessible to unauthorized individuals, even if the person is an employee of the firm. It can automatically save incoming and outgoing emails, files, and attachments in the cloud, where they may remain retrieved without difficulty. In order to exert complete command over the company's internal email system, messages sent to employees must be archived and purged following the laws and protocols that govern business operations. It is impossible to locate particular information among the many messages sent using a server or backup; instead, a searchable email capable of storing the information is required. According to Daneshmandnia (2019), the guarantee that emails can be retrieved in the event that they are required in the future, an automatic email archiving method is utilized to save all emails sent, received, and exchanged among employees. This is done to ensure that emails can remain recovered if required. Email archiving has some advantages, including improved auditing and discovery capabilities, enhanced data safety and tamper-proofing, compliance with various federal, state, and industry regulations, and more. Automatically collecting emails and their attachments together with all of the information included in them may be accomplished using either a local appliance or a solution hosted in the cloud. This sort of storage is essential for private and confidential information.