E-Mail Compliance and You

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E�Mail is a very important part of our world today. We use it to communicate on both a personal level as well as a business level. Can you imagine what would happen if suddenly we didn't have E�Mail anymore? It would be slightly disastrous, and our government has noted that.

For this reason E-Mail documents are now just as admissible in any court of law or hearing. Because businesses tend to use e-mail as their primary source of communication, it is now required by law that every company keep an archive of every E-Mail sent and received related to business. Compliance careers can be very complicated, especially when it comes to this field. You probably have some idea what this is going to entail, and you likely understood it when you went for compliance employment. The amount of e-mail that people send on a daily basis is truly amazing and somewhat frightening if you are the one that has to deal with it. This will however ensure that compliance careers are plentiful, at least in this area, and the compliance employment outlook is fairly good.

''Losing'' E-Mail these days is tantamount to ''losing paperwork'' and no one wants to be held responsible for doing that. This helps you, the customer, to gain all of the benefits put in place by the federal government such as the 'Lemon law'' and others. But along with storing archives of company e-mail, it's also important to make sure that no outside source can actually access the files and gain sensitive information regarding either the company or an employee within the company. Generally these files should only be accessed if there is a court ordered warrant in place.

If you find that you are tasked with compliance jobs that involve the assurance of email compliance then you have a heavy task ahead of you. It's very difficult to make sure that everything is done according to the different compliance laws.

In order to keep your files safe there are a few things that you can do. The obvious thing to do of course is to have a separate server in which you would keep your sensitive files, or better yet have a server box set aside purely for company E-Mail. When you do this however, there are a few steps that you need to take to ensure that the server is secure.

The first thing that you can do is set up a firewall in front of the box. No, this doesn't mean that you need to get out the pyrotechnics; this is a piece of software that you would use to secure your information. There are two types of firewall, a software firewall, and a hardware firewall. A software firewall is installed on the server and configured there. A hardware firewall is one that is actually a router. The firewall software is built into the router's firmware and when someone tries to access the server they will more than likely run into the router unless they are listed in the port forwarding application. This makes a very effective firewall and is great for securing those sensitive company documents. Yes, this does sound fairly difficult to set up, but that is exactly what compliance jobs are for.

You do have one other option when it comes to protecting these sensitive documents. You can actually not have the server connected to the network at all. That's right; you could just have the server sitting alone in a room and have all of the company e-mails brought to it. Or you could have it connected but not give it access to the Internet. The safest way however, is to make it so that only those within the company have access. That might be slightly inefficient, but these are decisions that you will need to make for yourself.

E-Mail compliance is critical in the workplace, and compliance careers are definitely plentiful. If you fail to produce a certain document when requested it can mean huge fines for your company. For this reason it is important that you try to keep track of everything, and most importantly keep everything safe. Your company is very important, and this is probably one of the hardest among all compliance jobs, and when seeking compliance employment you should make sure you know exactly what you're getting into.
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