Voicemails in the Email System are an eDiscovery Risk
When looking at eDiscovery preparedness, most companies look at their SharePoint, Windows File System and Exchange email systems as the main target of eDiscovery requests. There is another data type that companies need to consider when planning their eDiscovery processes.
VOIP telephone system generated voicemails are a huge risk to companies in eDiscovery. Many VOIP systems will attach a voicemail, as a wave file, to an email message and send it to the voicemail recipient. Because audio files are difficult to index, this practice, especially if you are archiving your email traffic, can cause you to have to listen to hundreds or thousands of hours of voicemails when eDiscovery is started.
The most efficient way to reduce this eDiscovery risk is to exclude these data types from being archived when you setup your archive system retention policies.
The Mimosa NearPoint Archive includes the ability to exclude data types from being archived such as wave files attached to email messages. The Mimosa Archive also allows the user to override data exclusions in case a litigation hold needs to be placed.
Tags: audio, eDiscovery, exclusions, File, index, SharePoint, Voicemail, VOIP, Wave
May 4th, 2009 at 11:05 am
This is a good point. We just completed a major study on UC and asked how concerned decision makers and influencers would be about e-discovery of VMs if they had deployed UC. We found that 66% would be concerned or extremely concerned — only 7% expressed no concern at all.