Information Technology Reference
In-Depth Information
authentication.credentials,.usually.a.user.ID.and.password..
Only.the.person.with.the.correct.user.ID.and.password.has.
access. to. the. records. in. a. particular. e-mail. storage. con-
tainer..The.exception,.as.with.all.databases.and.any.other.
information.technology.storage,.will.be.the.administrators.
of.those.systems.
The.e-mail.server.contains.all.of.the.records.of.messages,.
contacts,.calendar.items,.tasks,.and.so.forth,.that.any.of.its.
clients.have.put.into.it.
E-mail.administrators.utilize.different.retention.policies.and.
procedures.depending.on.performance,.storage,.and.regula-
tory.requirements..For.instance,.in.many.organizations.it.is.
common.to.let.e-mail.be.automatically.deleted.after.a.certain.
amount.of.time.or.when.it.reaches.a.certain.capacity.unless.
it.was.speciically.saved.or.archived.
Online. services. also. have. a. certain. time. or. space. limit.
that.they.allow.for.storage.of.e-mail..Because.storage.has.not.
quite.become.ininite.yet,.this.makes.sense.from.a.capacity.
and.resources.perspective.
But.as.noted,.there.can.also.be.regulatory.or.records.reten-
tion.reasons.that.compel.longer-term.storage.of.e-mail.data,.
and.some.organizations.also.store.all.their.e-mail.in.off-site.or.
online.repositories..Archives.of.e-mail.messages.can.also.be.
stored.on.separate.servers.or.on.desktops.or.any.other.stor-
age.media.
Again,.if.you.are.the.manager.or.owner.of.an.organiza-
tion,.the.counsel.for.an.organization,.the.records.manager,.
or.a.compliance.oficer,.this.may.be.the.data.you.need.to.pre-
serve,. analyze,. or. manage. for. legal. or. compliance. reasons..
You.need.to.recognize.all.of.the.different.types.of.e-mail.you.
or.the.employees.of.your.organization.have.access.to,.very.
possibly. including. their. personal. e-mail. accounts. online,. as.
well.as.the.ones.your.organization.provides..It.will.be.impera-
tive. to. understand. where. those. systems. and. their. archives.
reside.logically.and.physically,.who.owns.them,.and.who.has.
administrative.access.to.them.
