ArcMail Technology and The ePolicy Institute Announce Best-Practice Email Strategies for Public Sector Decision Makers

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Newly published white paper on email compliance rules now available for complimentary download.

We thought it was important to research and outline best practices within this category to give municipalities and schools a strong strategic direction for archiving and managing their email.

ArcMail Technology, Inc., a leading provider of email archiving and email management appliances that address multiple business issues, today announced with the ePolicy Institute that it has published a timely white paper establishing best-practice email compliance guidelines for government and education. The white paper is available as a complimentary download from

The white paper, “Email Compliance Rules for Government and Education,” is a comprehensive guide for public sector decision makers including CIOs, legal/compliance officers, records managers, school administrators and agency directors who play a role in email management, e-discovery, email retention and email compliance.

The publication underscores the need to implement a strategic email management program that incorporates the “3 Es” of email compliance management: establishment of email and email retention policies, education of employees, and enforcement via proven-effective email archiving practices. This policy empowers government entities and educational institutions to successfully manage legal, security and regulatory compliance risks.

Recognized as a leader in email archiving and management, ArcMail has built momentum in the government market as municipalities and schools of all sizes recognize the benefits of email archiving for storing, retrieving, classifying and purging email to improve organizational efficiency and compliance practices.

Nearly 45 percent of ArcMail’s customer base is made up of public sector entities including schools and municipalities.

“We thought it was important to research and outline best practices within this category in order to give municipalities and schools – which represent a significant and growing percentage of our customer base – a strong strategic direction for archiving and managing their email,” says Rory Welch, CEO of ArcMail. “The public sector’s IT requirements are similar to private companies but they have to be more efficiently run, especially with reduced budgets.”

Highlights of the advice offered to public sector organizations in the white paper include:

  •     Form an email management team made up of your legal counsel, compliance officer, records manager, human resources manager and IT director.
  •     Know and adhere to the Amended Federal Rules of Civil Procedure.
  •     Research and comply with the State Rules of Civil Procedure governing e-discovery and email retention in every state in which you operate or litigate lawsuits.
  •     Know and comply with the Open Record Laws of every state in which you operate or have employees or facilities.
  •     Assign your legal counsel the task of forming a litigation hold policy to halt the routine destruction of email records and other electronically stored information (ESI) once litigation is underway or legal claims are anticipated.
  •     Create an audit trail.
  •     Automate the archiving process to enhance productivity.

“The ArcMail Defender line of enterprise-class email archiving solutions makes it easier to satisfy open records requests and stay in compliance with a complicated tangle of regulations,” adds Welch. “In addition, it reduces the load on servers, clears out email inboxes and improves security for our public sector customers.”

Defender is sold worldwide and includes eight appliances ranging in capacity from 500GB to 16TB, with larger customized solutions also available. Featuring a fault-tolerant open source design, multiple configuration options and archiving speeds of up to 500,000-plus messages per day, the ArcMail Defender line is priced starting at $2,899.

For more information on ArcMail solutions for education, please visit For more information on ArcMail’s government market solutions, visit

Resellers interested in learning more about becoming an ArcMail partner can find more details at

About The ePolicy Institute
The ePolicy Institute is a training and consulting firm dedicated to helping employers limit email and Web risks, including litigation, through effective policies and training programs. Founder and Executive Director Nancy Flynn is the author of books including Handbook of Social Media (2011) and The e-Policy Handbook, and is an in-demand speaker, policy writer, and expert witness. For information, visit or call 614-451-3200.

About ArcMail Technology
ArcMail is a world-class trusted provider of scalable solutions that address multiple business issues through best-in-class email technologies and services. For more information, visit or call 318-841-1151.


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Paula Johns
Paula Johns Communications
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