Cloud Email Archiving for Law Firms

Regulatory-compliant archiving of email communication for the legal industry.

Law Firms and Email Regulatory Compliance

Law firms heavily rely on email communications between clients, colleagues and the courts. Emails, attachments, calendars and tasks leave an evidentiary trail, so it’s vital that these records are effectively and securely retained and easily retrievable at a moment’s notice.

But with cloud solutions such as Office 365 going mainstream, email is now intertwined with complimentary applications such as SharePoint (collaboration), OneDrive (storage) and Teams (communication) — making data compliance even more complicated to manage than ever.

But not all law firms use Microsoft products.

Many law firms and their clients work with G Suite Gmail, and others work with older systems powered by IMAP or POP.

With a dependence on multiple cloud technology ecosystems, the need for data backup and archiving solutions that are compatible with multiple platforms has never been greater.

The data management challenges of law firms are wide ranging:

  • Ransomware threats
  • Accidental or malicious deletions
  • Regulatory compliance
  • Litigation requirements
  • Limited data access controls and more

Like any other type of business, law firms need to be in compliance when it comes to data security, backup, storage, archiving, retention, preservation, discovery and recovery.

The good news is law firms are able to protect email communications data with Dropsuite Cloud Email Archiving (includes backup).

Our robust email backup and archiving solution includes:

  • Single pane of glass admin panel
  • Automated incremental backup
  • 1-Click data restore
  • Regulatory compliant email archiving
  • Advanced search
  • Military-grade security

For example, law firms can have their entire Office 365 email communications protected with Dropsuite in the cloud (Exchange Online, SharePoint, OneDrive and Teams). Not using Microsoft products? No problem. Dropsuite also safeguards G Suite Gmail, as well as IMAP or POP email systems.

Dropsuite Cloud Email Archiving is tailor-made to support the specialized needs of the legal services industry.

Dropsuite offers compliant-ready email archiving, with features such as journaling, eDiscovery, audit logs and legal hold. And we offer unlimited storage and unlimited retention. You can’t get a better deal that that!

Evidentiary Stories: 3 Use Cases for Law Firms

Q: What if a law firm failed to back up key digital evidence that could make or break a case for a client?

A: An attorney’s duty to preserve evidence is critical. Sanctions for loss of evidence are wide-ranging and the courts have wide latitude for recourse. Courts can impose monetary sanctions, exclude evidence, disallow witness testimony, dismiss your case, or the attorney could be found summarily liable.

Q: Are their consequences to law firm clients who did not place a legal hold on emails subpoenaed in a litigation case?

A: Yes, absolutely! As a litigant or potential litigant, your clients have a duty to make available all evidence that might be discoverable in a lawsuit. Unfortunately, not all businesses realize that paper records are just the start — electronic files such as emails, calendars, attachments, tasks and collaborations either in the cloud, on your desktop or buried in your company’s computer network will likely be included within evidentiary scope. Businesses not only need to save this information, they may even need to provide forensically-compliant records of all e-communications earmarked for legal hold (tamper-proof preservation and retrieval).

Q: What data archiving retention requirements apply to the legal industry?

A: As a rule of thumb, all paper and electronic record should be held for at least 7 years, but some regulated industries require longer periods of retention. In the age of cloud storage, the cost to safeguard data such as email communications is relatively low. Storing data files for an indefinite amount of time is optimal if it’s cost efficient.

Litigation can affect many aspects of your law firm, as well as the businesses of your clients. Most litigants are not prepared to handle the electronic preservation requests that might results from an audit or lawsuit — making solutions like Dropsuite Cloud Email Archiving essential.

Law Firm Compliant Capabilities

  • eDiscovery
  • Journaling
  • Tamper-proof audit trail
  • Advanced search
  • Legal hold
  • Set retention periods
  • Secure 3rd party access
  • Role Based Access (RBAC)
  • Automated data backups (3X daily)
  • Email backup (Office 365, G Suite Gmail, IMAP or POP)
  • SharePoint backup
  • OneDrive backup
  • Team Sites backup
  • 1-click data restore
  • Insights email intelligence tool
  • HIPAA compliant
  • Unlimited storage & retention

Email Backup and Archiving for Law Firms

Law firms are the power users of data archiving due to the nature of the sensitive information that must be protected, stored and made retrievable at a moment’s notice for litigation or standard reference requests.

Identifying, safeguarding and presenting facts to tell an evidentiary story is what attorneys do for a living. Having the right software and procedures in place to both protect and provide ready access to this evidence is critical to a law firm’s success — and to the success of your clients.

An email communication archiving solution assures that evidentiary-quality records are systematically stored in a central data repository, and with state-of-the-art security in place to guard against issues of tampering. Dropsuite Cloud Email Archiving was tailored-made to meet the needs of the legal industry.

dropsuite-testimonial-jamie-opalchuk

JAMIE OPALCHUK

CEO of HostPapa

“Dropsuite’s solutions are like insurance for data.”

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