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Three uses for email archiving in your HR department

/ Technical
Last updated on April 15th, 2020

Email archiving brings benefits to every department throughout a business – from finance and legal, through to administration. One department in particular which can benefit from email archiving is HR, who deal with a wealth of sensitive and personal data every day.

3 hr uses for email archiving

Three benefits for HR Managers

1. Investigating claims of bullying in the workplace

Although you may not like to think of this as a possibility in your business, it is an issue that you should prepare for and able to investigate. Research carried out by the TUC shows that 29% of people have been bullied at work. Incidents of verbal or physical bullying are difficult to prove, which is why email records are so important in these cases. An email archiving solution that captures every email – rather than rely employees to archive their messages on an ad-hoc basis – provides HR managers with the transparency and visibility required to conduct a fair investigation in the event of a complaint. 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 themselves in the midst of a legal dispute if employees misuse corporate email. This could range from sharing offensive or NSFW (Not Safe For Work) material, rude emails about co-workers, or 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 and 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 be certain your data is accurate – essential if these emails are being presented as evidence in a tribunal.

3. Ensuring regulatory compliance

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

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