Changes to corporate regulations keep on coming at a greater rate than ever before. The many records retention regulations that have changed to catch up with technology, particularly e-mail, instant messaging, and text messaging, can wreak havoc for small businesses. The Federal Rules of Civil Procedure, Sarbanes-Oxley, and other regulations all require third-party archiving and retention of digital messages, in a searchable format, for three years, or as long as you could be sued.
Although everyone is at risk, you should consult with your legal council to determine your need and exposure. If you do not have a records retention policy in place, work with your council to create one. If you do have a policy, review it and determine if you need to revise it in light of the new regulations. There are companies that provide archiving and retention services, so there is no reason to make your company vulnerable.
Marilyn Holt, CMC, CEO
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