Information governance (IG) focuses on ensuring that enterprise data handling, management, and storage align with best practices and international standards. By implementing IG techniques, organizations can optimize the value of business data and leverage it competitively. Since the introduction of email, technology has become a central source of information and interaction, making email an essential reference for individuals, governments, public agencies, and corporations.

Email as a Critical Component for IG Implementation

Email often holds sensitive business documents, including reports, spreadsheets, business and marketing strategies, competitive studies, recruitment details, salary information, contract reports, and other essential business records. Due to the sensitive nature of this information, email has become crucial in IG execution, and simplifying email administration should be a significant focus within IG practices. Approximately 75% of business-sensitive data resides in email exchanges. Despite the rise of other communication media, like social media and instant messaging, email remains the primary channel for information exchange in organizations. Protecting email within an IG policy can help safeguard a substantial portion of an organization’s sensitive records and activities.

Email Vulnerabilities

Email can expose an organization to risks like information leakage, identity theft, and access issues. Malicious attackers often target organizations through email by sending links or attachments with embedded malicious code, such as Trojans, which can disrupt enterprise systems. Emails are also vulnerable to interception, unauthorized alteration, or misuse, and can spread system viruses. Employees may inadvertently or intentionally delete essential emails or copy critical business information when resigning, which violates IG policy. Many IG professionals report that their organizations face challenges with email compliance, making it vital to implement IG policies that outline acceptable email use to protect enterprise data.

Email Archiving for Information Governance

Email management is complicated by issues like regulatory compliance, inbox overload, and limited storage. These challenges make it difficult for organizations to maintain email integrity while using email servers as a repository solution. Email archiving provides an automated system to capture, retain, and secure internal and external email traffic, supporting data storage and retrieval. This archiving complements IG by enhancing audit responses, meeting regulatory requirements, and ensuring high data quality. Email archiving also supports data security and accelerates e-discovery processes, making them more efficient.

Email Governance Requirements

The critical role of email in business operations necessitates policies and rules for managing enterprise emails. The National Archives and Records Administration (NARA), a governmental email regulatory body, ensures the protection of government emails by enforcing standards for archiving, safeguarding, and retrieving emails within retention schedules. Similarly, organizations should develop email policies that support a competitive advantage while safeguarding against internal and external threats. A comprehensive email policy should outline acceptable and inappropriate uses to hold users accountable and protect the organization from malicious threats.

Conclusion

Email has become the backbone of enterprise information exchange, making it essential to implement IG standards for its use to protect organizational assets. A well-developed IG strategy helps businesses comply with regulations, reduce costs associated with legal actions and penalties, enhance operational efficiency, and improve employee productivity. Additionally, implementing IG procedures reduces information management risks and the costs of business data storage.