From The Chapter Reading, We Learned That Email Is A 219215

From The Chapter Reading We Learned That E Mail Is A Major Area Of Fo

From the chapter reading, we learned that e-mail is a major area of focus for information governance (IG) efforts, and has become the most common business software application and the backbone of business communications today. In addition, the authors provided details to support their position by providing 2013 survey results from 2,400 corporate e-mail users from a global perspective. The results indicated that two-thirds of the respondents stated that e-mail was their favorite form of business communication which surpassed not only social media but also telephone and in-person contact.

Q1: With this detail in mind, briefly state why the e-mail has become a critical component for IG implementation?

Paper For Above instruction

Electronic mail (email) has become a fundamental component of modern business operations, which underscores its critical role in the implementation of information governance (IG). The widespread reliance on email as the primary means of communication among employees, clients, and stakeholders makes it essential for organizations to effectively govern and manage email data. Firstly, email often contains sensitive and confidential information, such as contractual agreements, personal data, and strategic business communications. Proper IG ensures that this information is protected against unauthorized access, breaches, and misuse, thereby maintaining organizational security and compliance with legal requirements (Bannister & Connolly, 2014).

Secondly, the volume of email data generated daily is enormous, creating challenges related to storage, retrieval, and eventual disposal. Effective IG practices facilitate the categorization and retention of relevant emails while ensuring the timely destruction of obsolete data. This not only optimizes storage resources but also mitigates legal risks associated with data retention policies and e-discovery during litigation (Rainey & Jameson, 2018).

Furthermore, email serves as a critical record-keeping tool that provides an audit trail for decision-making processes and business transactions. Proper management and governance of email records are vital for compliance with regulatory standards such as GDPR, HIPAA, and Sarbanes-Oxley, which mandate organizations to maintain records accurately and for mandated periods (Pearson, 2015). Inadequate email governance can lead to regulatory penalties and damage to organizational reputation.

Organizational efficiency and accountability are also enhanced through IG initiatives targeting email. By establishing policies and controls for email use, organizations can promote consistent communication practices, reduce information silos, and ensure that valuable knowledge remains accessible for future reference (Herschel & Minca, 2017). Effective email governance also supports e-discovery processes, facilitating faster and more accurate retrieval of relevant emails during legal proceedings.

Moreover, as email continues to be the most preferred communication method, the volume and importance of email data only increase. This trend emphasizes the need for robust IG frameworks to manage email lifecycle, security risks, and compliance challenges effectively. Consequently, organizations that prioritize email within their IG strategies are better equipped to handle legal, operational, and reputational risks, thereby securing their core informational assets (Sarkar & Chaccour, 2020).

In conclusion, email’s dominant role in business communication, the sensitive nature of its contents, and the sheer volume of data generated make it a critical focus for IG implementation. Proper governance of email ensures data security, regulatory compliance, operational efficiency, and risk mitigation, which are essential for organizational integrity and success.

References

• Bannister, F., & Connolly, R. (2014). Implementation of e-Government: Objectives, Principles, and Policies. Government Information Quarterly, 31(2), 219-226.
• Herschel, R. T., & Minca, C. (2017). Knowledge Management in Organizational Communication. Routledge.
• Pearson, J. (2015). The Importance of Recordkeeping and Record Management in Compliance. Journal of Records Management, 22(3), 245-260.
• Rainey, M., & Jameson, S. (2018). Data Retention and E-Discovery: Challenges and Strategies. LegalTech Journal, 14(4), 33-39.
• Sarkar, S., & Chaccour, N. (2020). Managing Email and Data Security Risks in Business Environments. International Journal of Information Management, 50, 124-133.