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With email archiving don't be penny wise pound foolish

Experience shows that most email managers and many CIOs are too concerned about the cost of email systems and cannot judge the risks to the business. A complete mindset shift is necessary by corporations to protect themselves. Technology should be used aggressively to reduce the risks to the organization. The infrastructure costs are nearly irrelevant in the business decision. Everything should be archived, and organizations should assume that Instant Messages, voice-mail, blackberries, and other electronically captured emails are all on the table to be archived.

Management needs strong processes to ensure that emails are reviewed and audited, and any exposures found and eliminated before becoming a problem. HR should be actively reviewing emails to ensure compliance. Legal departments need to know of any problems before a litigant sees them or even asks for them.

The benefits of this approach are more than just reducing risk and improving legal defenses. It is also about knowing more about litigants than they know themselves, and using the information aggressively to turn the tables.

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Featured Case Study

Financial giant goes green

The corporate IT group of a very large, worldwide financial organization with 100,000 employees, has initiated an ongoing “greening” process. This is focused largely on reducing energy use both to decrease the corporation's carbon footprint while creating a net savings in operational costs over the lifetime of new, more energy-efficient equipment, including new storage systems.

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Featured How-To Note

Planning a Green Storage Initiative

Fluctuating energy prices have heightened electricity and energy consumption as a major issue within the technology community. IT is a significant consumer of energy and IT energy costs have been rising disproportionately because of continued investment in denser IT equipment. Estimates from the EPA and others indicate that IT will account for 3% of energy consumption by 2012.

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