One of the benefits of maintaining electronic records are the faster, easier and cheaper tools available for e-discovery. Cloud e-Discovery providers offer defensible online e-discovery solutions that identify, collect and preserve your data then deliver you clear catalogues and indexes of all of the relevant documents.
It shouldn’t come as a surprise to anyone that as companies become more reliant on non-physical data, demands to access that data in the course of legal or regulatory proceeding are also increasing. Courts and regulatory overseers have exacting standards for how digital data should be archived. Failing to meet those standards for data storage, management and discovery could result in sanctions or heavy financial fines.
To avoid these penalties, many organizations are considering emerging technologies including cloud-based solutions. The obvious initial lure of the cloud is cheap, scalable off-site data storage that doesn’t tax your infrastructure or IT staff. When choosing a cloud-service provider, keep in mind that, to satisfy legal and regulatory inquiries you will need to always maintain the ability to access any given piece of stored data in real time.
Because courts do not accept disorganized record keeping as an excuse for not being able to produce the requested piece of information in the allotted time, all data stored in the cloud must be well organized.
To make locating crucial documents easier, your cloud service provider should be able to automate a data retention policy to regain all information you need for day to day business operations along with anything you could potential need for legal or regulatory reasons.
In addition to a tight data retention policy, identifying and deleting duplicate information can decrease the number of documents you have to store and ultimately the volume of data that could be subject to an e-discovery process. Cloud e-Discovery providers may offer automated legal hold solutions that will to prevent accidental data destruction.