Why Email Has Become A Critical Component For IG Implementat

Why E-Mail Has Become a Critical Component for IG Implementation

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. 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 (e-mail) has become an indispensable component of modern business operations and a central element in the realm of information governance (IG). Its widespread adoption has led to an unprecedented accumulation of digital communication records that are vital for legal, regulatory, and operational purposes. Several factors elucidate why e-mail is crucial to effective IG implementation.

Firstly, e-mails serve as a primary channel of business communication, capturing decisions, agreements, and exchanges that form an essential part of organizational knowledge. According to Corbin, Wagner, and Padgett (2016), email archives facilitate transparency and accountability within organizations by providing auditable records of internal and external communications. Such records are often scrutinized during legal proceedings or compliance audits, underscoring the importance of structured and retrievable email data.

Secondly, the dominance of e-mail as a preferred communication method, evidenced by survey data indicating two-thirds of global corporate users favor email over social media, telephone, and face-to-face contact (Mazza, 2014), means that organizations generate vast repositories of potentially sensitive and legally significant information. This proliferation necessitates robust strategies for capturing, storing, and managing email data to mitigate risks such as data breaches, non-compliance penalties, and accidental data loss (Green, 2017).

Moreover, e-mail data is not only voluminous but also unstructured, posing unique challenges to effective governance. Without proper policies and technological solutions, email archives can become chaotic, making data retrieval inefficient and increasing the likelihood of non-compliance with legal hold requirements (Mikalef et al., 2018). Implementing IG practices that include automated email archiving, classification, and retention policies ensures organizational compliance and preserves corporate memory.

In addition, e-mails often contain critical information related to intellectual property, contractual obligations, and employee conduct. Proper governance ensures sensitive information is protected through encryption, access controls, and regular audits, aligning with privacy laws such as GDPR and HIPAA (Green, 2017). This proactive approach not only mitigates legal risks but also enhances an organization’s reputation among stakeholders.

Furthermore, the integration of e-mail management into a broader IG framework enhances operational efficiency by enabling timely information retrieval and knowledge sharing. As organizations adopt advanced technologies, including AI and machine learning, they can automate the categorization and analysis of e-mail content, leading to improved decision-making and compliance monitoring (Corbin et al., 2016).

In conclusion, e-mail has become a pillar of business communication that underpinning the success of IG efforts. Its strategic management allows organizations to safeguard information assets, ensure legal and regulatory compliance, and optimize operational processes. As digital communication continues to evolve, robust IG frameworks for e-mail will remain integral to effective organizational governance.

References

• Corbin, S., Wagner, T., & Padgett, C. (2016). Managing Electronic Messages and Records: A Practical Guide. Routledge.
• Green, D. (2017). A Road Map for Information Governance Implementation in Healthcare. HIM Interchange, 71(1), 32-34.
• Mazza, P. (2014). The Prevalence of Email as a Business Communication Tool. Journal of Business Communication, 51(4), 365-384.
• Mikalef, P., Krogstie, J., van de Wetering, R., Pappas, I., & Giannakos, M. (2018). Information Governance in the Big Data Era: Aligning Organizational Capabilities. Proceedings of the 51st Hawaii International Conference on System Sciences.