Three uses for email archiving in your HR department

/ IT Consultancy
November 30th, 2016

Email archiving brings benefits to every department throughout a business – from finance and legal, through to administration. One department which can benefit from email archiving is HR, as they deal with personal data every day.

3 ways HR Managers can benefit from Email Archiving solutions

Three benefits of email archiving for HR Managers

1. Investigate claims of bullying in the workplace

You may think this doesn’t happen in your workplace, but it’s something you should be able to investigate. Research carried out by the TUC shows that 29% of people have been bullied at work. Email records are important in cases of alleged verbal or physical bullying, as they’re difficult to prove.

An email archiving solution that captures every email provides HR managers with the transparency and visibility required to conduct a fair investigation in the event of a complaint. It’s more reliable than relying on employees to archive their messages on an ad-hoc basis. A solution with user-based security permissions is ideal as HR Managers can investigate complaints without the involvement of the IT department.

2. Monitor for email misuse

A company may find itself in the midst of a legal dispute if employees misuse corporate email. This could range from sharing offensive material to accidentally hitting the “Reply All” button. It is not enough to rely on your employees to use common sense when it comes to email etiquette, and it could result in legal action against your company – as seen in the case of Thales Australia.

One way to ensure employees are aware of your business’s email usage policy is to send a copy of the guidelines via email. Then ask employees to send a reply stating they have read the policy and agree to abide by it. Your email archive will save the reply, so you have a record available should any dispute arise. Using an email archiving solution means you will also have a record of any inappropriate work emails, even if the employees sending and/or receiving them delete the messages from their inbox in between system backups. Emails are time-stamped and digitally fingerprinted at the moment of storage and retrieval so you can guarantee accurate data. Which is essential if these emails are being presented as evidence in a tribunal.

3. Ensure regulatory compliance

You must keep former employees’ records for the duration of employment and for six years after you terminate employment. This includes items like training records, appraisals, contracts, annual leave, sickness records and disciplinary warnings (even if these have since expired). You have to keep these because an Employment Tribunal, County Court or High Court claim is possible for up to six years after employment ends. So the business could be at risk for failing to produce these records. Also keep anything that relates to the employee, which an Employment Tribunal may require as evidence, for this retention period.