LOPD and e-mail archiving: Part II

Email is a digital tool that makes everything easier, it allows us to be communicated at great distances and work with an infinite number of users from all over the world in a matter of seconds so it is necessary to keep our messages safe under any circumstance, whether it is because we need certain information such as my ip address location or simply to comply with the law, having a good archiving service is fundamental and it is important to analyze who offers these characteristics to ensure that we continue to take advantage of this great form of communication that has now become the substitute for legal documentation.

As we have seen before, legal security is a relevant issue for every company working with sensitive information, but not all companies are the same and not all have the same activities and employees.

For this reason, there are different levels of security required of companies with different LOPD classifications:

High level

These are medical reports, health data, accidents, infractions, criminal or trade union cases found in clinics, hospitals, practices, political parties, prisons and lawyers and more.

This level requires:
* Management and distribution of media where the content is labeled and classified in a way that is understandable only to authorized personnel and thus identifies the content selectively.
* Backup and recovery copies stored in a different location from where the information is located.
* Access logs, user storage, dates, files and types of each email access.
* Data encryption or other mechanism to ensure that the information in the email can only be used by authorized personnel.

Medium level

It involves economic data, assets, credits, debts, collections or personnel selection in administrations, financial institutions, collection management and personnel selection companies.

For this level of security it is necessary to have
* Security manager. In charge of coordinating and controlling security measures.
* Audit of systems and facilities to verify compliance with the measures.
* Management of supports like registry of entrances and exits to know information like dates, types, forms and people responsible for the electronic mails.
* Identification and authentication to limit unauthorized access.
* Physical access control to prevent unauthorized personnel from having access to the physical equipment of the e-mail support.
* Record of incidents as a description of the activities and situations carried out within the processes.

Low level

This is all the personal data of users and customers within any company or public institution.

Required:
* Register of incidents
* Access control of users and user profiles, as well as privileged personnel.
* Management of supports and documents where the information is inventoried and guarantee that it is only accessible by authorized personnel.
* Appropriate identification and authentication to guarantee the integrity and confidentiality of the data
* Weekly backups and verify every six months that they are correct and that they work.

Benefits of archiving your company's email

What do I gain by archiving my email?

• Personal security, you can have a backup of your emails at all times.
• Legal compliance.
• Increased productivity by effectively accessing many of our email messages.
• Protection against data loss; no matter what happens, we can count on the messages we have sent and received, as well as contact information.
• Reflects a professional way of working.
• Avoiding fines and surcharges.

To make all this possible it will be necessary to have a good email archiving system that allows to analyze and decide within the same system the actions to take, as well as to show the messages that must be archived so that these data are not manipulable through a system of copies and are made automatically every certain time, so that the efforts and the losses of time are the least.