Why is Email Supervision Critical to Business Success?

Whether you are the CEO of a company or an IT manager, IT professionals across an organization are responsible for complying with regulations about email communications.

But the sheer volume of emails makes email supervision an arduous and overwhelming task. Adding to the volume challenge is the lightning-quick frequency of emails and the diverse nature of email communications. Evolving workplace norms, too, are adding to the challenge. The email supervision platter now includes supervising remote employees as well.

Compliance standards, financial security, organizational data safety, and team conduct are critical to a business's growth and success. Thus, efficient email supervision is critical to maintaining effective email communication in the workplace. Efficient supervision in the workplace enables you to identify early the risks that can compromise your organization’s assets and reputation.

If you struggle to monitor your teams’ email communications and maintain regulatory compliance, it is time to switch to process-transforming solutions.

Prevent Risk of Sensitive Information Leak

From product/ service details to employee data, organizations possess segments of information that are sensitive and need to be safeguarded. Email monitoring makes it possible to bring any leak of such information under your purview.

Left unguarded, such leaks can also result in financial losses and damage to business reputation. With reliable email monitoring solutions, you can prevent such incidents before they cause irreparable damage.

Whether a product launch, price revision, or significant organizational restructuring, ensure that critical information does not fall into the wrong hands!

Enhance/ Meet Supervisory Compliance

As a corporate, your organization is obliged to meet regulations that govern email communication compliance. These standards are critical to detecting and preventing crimes such as financial fraud and illegal practices such as insider trading. Meeting these standards as appropriate for your enterprise is therefore compulsory.

The ever-rising risk to cybersecurity continues to propel regulatory standards to newer definitions. As regulations update, your IT team must work harder to meet the more recent standards.

IT teams face the challenge of maintaining high-end data security to comply with these constantly-evolving regulatory norms.

Such regulations also require you to submit reports of compliance periodically. Regulatory compliance demonstrates your business's commitment to maintaining legal and ethical standards. Any non-compliance can affect your business’s efficacy and reputation on domestic and global platforms.

With an email monitoring solution, you can comply with required compliance standards. If you already have a system that ensures compliance, you can improve its efficacy by upgrading to a more efficient email monitoring solution.

Ensure Compliance with Organizational Communication Standards

Monitoring organizational email communication enables you to identify serious workplace incidents, including harassment and discrimination. Effective monitoring also gives insight into the prevalence of ethical violations that can negatively impact the workplace.

You can also identify other violations of your corporate communication policy with effective email communication monitoring.

Challenges with Existing Email Monitoring Solutions

Auto-bcc is the conventional email monitoring tool that most organizations use for email supervision and related compliance. This method typically consists of a specialized mailbox that collects copies of email communications for your review.

Key challenges that auto-bcc email monitoring presents include:

Sheer volume of emails managed

Emails only continue to grow while mailboxes do not scale up to the ever-increasing need. Though upgraded storage plans may present an option, they rarely help as mailboxes become full within no time.

Fragmented data

Maintenance of multiple mailboxes leads to dispersed data. Such maintenance also consumes storage resources heavily, and these cluttered mailboxes make search overwhelming and inaccurate.

Duplicate Data

Multiple supervisors carry email communication copies, which adds to storage problems.

Slower Inflexible Discovery

Search efficiency is affected, and system performance becomes low. Data fragments make the search difficult, slow, and less accurate, making legal compliance an overwhelming task. Efficiency deteriorates further as email deposits increase and mailboxes multiply.

An ineffective, risky way to share data

There is no efficient system to inform legal teams of a potential breach. Reviewal may require transferring the email to law enforcement authorities, external auditors, and compliance team members. Existing solutions enable legal reviewal only by email forwarding. This method is not confidential and also makes tracking difficult.

Achieve premium email supervision performance with cloud-based Vaultastic. Experience the efficacy of this cloud data management platform with a free trial
Why is Email Supervision Critical to Business Success?

How Vaultastic Helps you Overcome Existing Email Monitoring Challenges?

Email data is your organization’s critical data asset. Given its role in maintaining effective communication in the workplace and email supervision compliance, it is crucial to maintain your email data effectively.

Unstructured maintenance of email data leads to compliance concerns and team and resource productivity issues, which are detrimental to business growth and success.

Vaultastic addresses your organization’s email monitoring challenges with cloud-based archiving. This future-ready solution creates cloud-based vaults to secure your data. These data vaults are tamper-proof and can store data for extended periods.

Vaultastic provides role-based access to email data. As a result, departmental heads and authorized supervisors across the organization can easily access the required data.

Key Vaultastic Features that Simplify Email Supervision

Get a cloud-based perpetual archive separate from MS Exchange. Vaultastic is infinitely scalable and keeps pace with your storage growth without any manual intervention.

Fast, Flexible Ediscovery

Multi-level e-discovery controls enable limited search access to department heads for monitoring the emails of only their team members. Use simple Boolean logic for in-depth and accurate data retrieval.

Storage Tiering

Vaulastic optimizes storage costs along the entire data lifecycle using a hierarchical storage architecture, thus allowing you to preserve humongous volumes of data at compressed costs.

Single Click Queries

Save time and improve search efficiency with Saved Queries. A single click enables easy multiple searches.

Privately share breach data

Share suspicious emails with your legal team or authorized teams for reviewal via a secure, integrated case management tool. Learn more.

Extract Data in Portable Formats

Export search results or complete vaults in popular formats (PST/EML) for sharing with compliance teams to perform offline analysis.
How Vaultastic Helps you Overcome Existing Email Monitoring Challenges?

Benefits of Vaultastic used for Supervisory Compliance

With Vaultastic, you can perform multiple email data management functions with ease.

Be it data search, retrieval, unification, extraction, protection, or management, do it all with Vaultastic.

With its high-performing functions, Vaultastic enables faster email supervisory compliance, minimizes data security risks, and ensures cost efficiency.

Overall, Vaultastic results in effective email communication in the workplace and improved business agility.

Store email data not in fragments but in a “central cloud repository”

Email data is preserved in easy-to-access vaults, which facilitates faster search, retrieval, and extraction. Share email data easily, respond to litigations and regulatory norms faster and with accurate data, and adhere to data privacy and confidentiality laws, all with efficiency.

Enhance team productivity with improved data accessibility

Vaultastic employs a search-enabled centralized email archive that can store email data for durable time stretches. The platform has “elastic cloud-store objects,” which enable data retrieval at any time and by any authorized user.

Authorized users across the organization can access pertinent email data using web-based access. Users need not waste time or resources in obtaining approvals as the platform is role-based and facilitates self-service.

Optimize storage and save costs of up to 60%.

With traditional mailbox storage of emails, you need to rely on storage plans to increase storage capacity. An alternate solution is to empty existing mailboxes, which is a time- and resource-consuming process.

Vaultastic employs a hierarchical storage approach. You can move email data that requires less-frequent access to low-cost vaults. You can still access this data when needed.

Drive Greater Team Performance

Brimming mailboxes impact system and user performance enormously. They make search almost impossible, slow down data sharing, and degrade server and system performance.

With systems working beyond capacity, users struggle to maintain resources such as mailboxes to preserve critical emails while managing space for new emails.

Vaultastic’s hierarchical storage prevents the concerns of stuffed mailboxes. With less-used emails moved to low-cost stores, primary mailboxes are spacious and lean. As a result, system performance and user productivity are both enormously improved.

Improve Organizational Readiness for Supervisory Compliance

Your organization needs to be ever-ready to comply with regulatory norms for data security, cybersecurity, privacy, audit, and legal purposes.

Vaultastic has portable vaults that enable easier email search across different parameters and faster data retrieval, extraction, and share options. Data in the vaults is immutable, which ensures data integrity.

With its efficient features, Vaultastic presents the best tool to rapidly meet your regulatory compliance demands and enhance the process for future compliance requirements.
Benefits of Vaultastic used for Supervisory Compliance
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Supervisory Compliance

  • Supervisory Compliance
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  • 1. How can I ensure that my sales department head is only allowed to search the business communication of the sales team and nobody else?
     

    Vaultastic supports multi-level ediscovery based on the role of the user. For any user, you can define the vaults they are allowed to search. E.g., a department head is allowed to search only across the vaults of the members of the department, OR an auditor can search across all users' mailboxes, OR an IT team member can search across the vaults of all users except the VIP users.

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  • 2. If my auditors find a potential breach, how can they share this data with legal/compliance experts and the management?
     

    Traditionally, the breach data is downloaded and transported over email or any storage device. While this extraction method is possible with Vaultastic, we propose a better, more secure, and private method. Vaultastic supports an integrated case management tool, which allows you to securely and privately share breach data with internal and external exports. The experts can share their views within the case management tool and discuss to resolve the issue rapidly.

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  • 3. I have standard queries that I need to run daily to locate emails with potential policy violations. Is there any efficient way for me to do this?
     

    Yes, certainly. Vaultastic’s intuitive ediscovery interface is designed to boost productivity. It allows you to save frequently required queries and run them with a single click.

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