Professional Email Archiving for Government

Many companies doing business with government entities, and even government entities themselves, do not fully adhere to email compliance regulations — and most do this inadvertently. However, ignorance of the law doesn’t mean you’re exempt from the rules. If your government-focused company uses Office 365, data archiving is integral for responding to eDiscovery and regulatory records requests, allowing you to meet your regulatory and legal obligations.

US government agencies (as well as many of those who service them) are required to retain electronic communications records, including emails. Not only must they do so in order to satisfy their obligations as employers and potential litigants just like non-government organizations, but government-involved entities must also retain records to comply with regulations and laws that exist at all levels of state, local and national government. Non-US government agencies and service providers have similar legal requirements to safeguard and make accessible electronic records within Office 365.

For example, in a public records request, citizens and advocacy groups have the right to request public information. These obligations are not always easy to fulfill and can place significant strain on government-focused entities. Having an Office 365 backup and archiving service in place would not only help with compliance, it would reduce strain on the IT teams tasked with ensuring system and data availability.

Types of Government Firms that Need Data Protection

• Government agencies
• Government cloud vendors
• Government consultancy firms
• Government training and education providers
• Government platform providers1
• Government managed service providers

Email archiving compliance can assist your organization to avoid fines and lawsuits, as well as prevent the risks involved with misuse of email communications. Dropsuite Email Archiving (which includes backup) is a fantastic solution for the government industry. Our automated incremental backup, 1-Click data restore, regulatory-compliant email archiving features and military-grade security are highly suitable for most government organizations or service providers. Dropsite includes built-in eDiscovery and Insights BI for organizations looking to improve productivity, lower costs, and mitigate risk.

Q: What are some of the US federal government regulations or guidelines I need to adhere to in order to be compliant in the government sector?

A: There are several, such as:

• The Freedom of Information Act
• Federal Rules of Civil Procedure (FRCP)
• The Sarbanes-Oxley Act (SOX)
• Federal Information Security Management Act (FISMA)
• Coordination of Federal Information Policy
• And many more

Q: I have to process open records requests on a daily basis — is Dropsuite a good solution for me?

A: Yes, Dropsuite provides speedy access to email information when response time is critical. With our advanced search and eDiscovery tools, public service administrators like you can fulfill data requests in the blink of an eye — providing exceptional service and improving customer satisfaction.

Q: Is Dropsuite customizable, scalable and secure enough to meet government standards?

A: You bet we are. Our email backup and archiving platform allows you to implement custom retention rules, third-party auditor access roles, internal user roles and permissions, and more. Our secure cloud servers are hosted at AWS and we utilize military grade encryption (256-bit encryption) with data availability and service update >= 99.99%. We can even store your data in the AWS GOVCloud if you would like.

Cyberattacks like ransomware are on the rise. Accidental email file deletion is common. Data breaches, sabotage and cyber thefts are happening every day. In the same way you insure your home or automobile against unexpected losses, smart government agencies and other public sector service firms regularly backup and archive their email communications to both honor government data protection laws and to stay one step ahead of unexpected data loss events.

It’s no longer a matter of if an attack on your email data infrastructure will happen — it’s only a matter of when. Protect your email communications today.