Park Your Archive for legacy email data

Project Details

Customer Sector
Leading, multinational energy company
Environment

15k+ employees

Business Results
  • Long-term compliant retention of business data
  • Lower costs
  • Instantly searchable
  • Faster responses to Subject Access Requests (SARs)

Large volumes of legacy email data create a storage and management headache as it becomes harder, more time consuming and expensive to maintain and manage.

The costs of migrating it into one place is weighed against the complexity of maintaining and searching email records. While electronic evidence is admissible in legal and compliance procedures, it can be easily altered, deleted, or even lost during a physical move, so organisations have both a legal obligation as well as a duty of care in maintaining its integrity, security, and value.

Key Challenges

As part of a global, cloud data migration project, the business needed a solution to store a significant volume of legacy email data for an unknown period, but for a minimum of 3 years.

The data needed to be online and immediately accessible to a team of named individuals to perform flexible eDiscovery searches on demand across all content. Search results were required within set timeframes with the ability to export the results for further analysis.

Full auditing of all searches and export activities to preserve chain of custody needed to be retained for regulatory compliance procedures. Business stakeholders needed to be reassured that critical and sensitive data was transferred securely to a third-party service.

Solution

Historical email data was identified, encrypted, and securely migrated into the Park Your Archive solution.

Following ingestion, a team of named individuals from the client's compliance team was granted self-service access to respond to search requests from HR, legal and other compliance teams.

Using the intuitive search interface, the team was able to locate emails and export relevant contents quickly and efficiently for further in-house processing and review.

Park Your Archive 4 Stage Plan

Identify

Identification of the client's in-scope data to be transferred into Park Your Archive

Transfer

Secure transfer of the encrypted data

Ingest

Audited ingestion of client data

Discover

Efficient, self-service search and export across all content

Benefits

Park Your Archive has enabled our client to:

  • Retain critical, historical emails in compliance with current corporate retention policies
  • Reduce storage, management and data backup costs
  • Minimise costs and the impact on IT departments across the globe
  • Increase compliance with GDPR and other regulatory procedures
  • Achieve faster and more comprehensive responses to Subject Access Requests (SARs) across all email content

About TrueSwift

TrueSwift - Data management experts

TrueSwift is an independent specialist offering data archiving, archived data migrations, PST management, eDisclosure and GDPR services & solutions. Organisations of all sizes rely on TrueSwift’s technical expertise and experience for the delivery of complex data management solutions that reduce their management and support costs while mitigating their risks of non-compliance with corporate and regulatory procedures. Since 1997, data archive solutions have been designed, implemented, managed, and migrated for over 500 organisations worldwide, ranging from SMEs to FTSE 100 companies.

Park Your Archive and the TrueSwift logo are registered trademarks of TrueSwift Ltd.

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