Journaling is a tool that has been used by IT for years to store and archive communication data. There’s no clause requiring companies to save their communication data to run the business. Yet, companies choose to practice and rely on this technology for compliance purposes. This is especially true for businesses in regulatory-strict industries like insurance and finance.
Email journaling has always been readily available for any email software before. With the advent of Office 365, journaling is now mostly outsourced because it isn’t a built-in feature of the software, which is both a blessing and a curse. Since it’s externally sourced, there’s no need to stress over your data storage. But it’s also an additional expense because you need to hire a third-party service provider to do it for you.
There are many third-party agencies who can provide cloud solutions that you need for your business. With a continuous increase in demand for the service, finding a good deal shouldn’t be too hard. One of the benefits that you can get from outsourcing is they can provide the most effective solutions for compliance needs. Another advantage is it won’t bog down your server or database with the data stored for archiving.
Understanding the basics
When journaling, a separate mailbox receives a copy of all the messages sent and received. This gives companies copies of the original email regardless of the changes implemented by the end-user. It can be a very powerful tool when combined with Cloud services; whether it’s used for compliance purposes, or to have a backup in case of restoration purposes.
What’s a journaling mailbox?
The journaling mailbox is where the journal reports go to. Configuring the set-up is all up to you, and you can base it on your company’s policies and legal and regulatory requirements. You can even use one journaling mailbox for everything. Or you can run rules to categorize emails into different journaling mailboxes.
There are three main rule elements that you can tweak when journaling:
- Who the rules apply to
- Coverage of the rule
- Where the journal reports are sent to
Keep in mind that with journaling mailboxes, security is a priority. It contains sensitive information saved from the messages that come in and out of the organization. They can be subject to audit or regulatory requirements. Sometimes, they can be used in legal proceedings, which makes it of utmost importance to keep any Office 365 journaling data tamper-free at all times.
It’s highly recommended to keep access restricted to staff who need direct access, which is the best way to keep data integrity. It’s also best to consult with your legal team to ensure that the journaling solutions implemented are compliant.
Journaling is a valuable program to have and can be useful when the company is audited for compliance or certification. The only downside is it can take up a lot of storage space and slow down your processing system. This is where retention policies come in, giving you the ability to manage and control the stored data. With policies in place, you can always use them to your advantage.