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.):

1. Let your IT department introduce an email archiving system through the back door because a license can be purchased cheaply from a SW vendor.
2. Do not issue directives regarding the use of email and the retention of email.
3. Do not, under any circumstances, inform your employees about email archiving. Keep everyone guessing about the purpose of the archived email.
4. Allow unrestricted private use of your email infrastructure. Yes encourage MA to send and receive private emails.
5. Archive all emails from all employees permanently for at least 10 years and don’t think about how to collect (delete) them later.
6. In the event of a disaster, create backup tapes and store them off-site with your archive provider for an indefinite period of time.
7. Recycle email addresses and forget about an identity management system.
8. Implement a “Google Like” search for the email archive.
9. Allow your MAs to maintain personal email archives (e.g. MS PST containers).
10. Don’t worry about the integrity and immutability of the email data in the archive.

Download the full presentation by D. Spichty:

Ihr Name (Pflichtfeld)

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Ich akzeptiere die AGB & Datenschutzbestimmungen des KRM.

On the KRM website you will find various articles on the topic of e-mail archiving, as well as in our book Information Governance.

http://informationgovernance.ch/e-mail-management-incidents-mit-teuren-konsequenzen/

http://informationgovernance.ch/e-mail-archivierung-pflicht-oder-kuer-teil-1/

http://informationgovernance.ch/e-mail-archivierung-pflicht-oder-kuer-teil-2/

http://informationgovernance.ch/e-mail-archivierung-pflicht-oder-kuer-teil-3/

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