Following the landmark ruling of the European Court of Human Rights (further sources at the end of the article) on the subject of “private e-mail use”, it should be clear that it is imperative to comprehensively regulate e-mail use in the company (legally, organizationally, technically).
Here are the 10 most important “Anti Patterns” for correct e-mail archiving (or: how I must not behave under any circumstances.):
- Let your IT department introduce an email archiving system through the back door because a license can be purchased cheaply from a SW vendor.
- Do not issue directives regarding the use of email and the retention of email.
- Do not, under any circumstances, inform your employees about email archiving. Keep everyone guessing about the purpose of the archived email.
- Allow unrestricted private use of your email infrastructure. Yes encourage MA to send and receive private emails.
- Archive all emails from all employees permanently for at least 10 years and don’t think about how to collect (delete) them later.
- In the event of a disaster, create backup tapes and store them off-site with your archive provider for an indefinite period of time.
- Recycle email addresses and forget about an identity management system.
- Implement a “Google Like” search for the email archive.
- Allow your MAs to maintain personal email archives (e.g. MS PST containers).
- Don’t worry about the integrity and immutability of the email data in the archive.
Download the full presentation by D. Spichty:
On the KRM website you will find various articles on the topic of e-mail archiving, as well as in our book Information Governance.
Would you like the most important information in a summarized form? Then download the presentation by Daniel Spichty!
Other sources on the decision:
- Press release of the EHCR in the original: http://www.coe.int/en/web/portal/-/echr-monitoring-an-employee-s-electronic-communications-amounted-to-a-breach-of-his-right-to-private-life
- NZZ: https://www.nzz.ch/wirtschaft/menschenrechtsgericht-entlassung-wegen-privater-internetnutzung-ist-illegal-ld.1314471
- Time: http://www.zeit.de/digital/datenschutz/2017-09/europaeischer-gerichtshof-fuer-menschenrechte-private-internetnutzung-entlassung-privatsphaere
- SRF: https://www.srf.ch/news/international/entlassung-wegen-privater-internetnutzung-nicht-rechtens and https://www.srf.ch/news/international/auch-schweizer-arbeitgeber-d uerfen-einschraenkungen-machen