Unstructured data is anything that does not reside in an RDBMS. There’s high consistency in terms of fields and values across database entries, so the relational nature of the data is easy to understand and the database is quick to search. A bank account or employee directory are good examples of this. In other words, if data resides within a relational database management system (RDBMS)-the basis for SQL (Structured Query Language)-it’s by nature highly structured. Structured data can best be described as anything that exists within a relational database. It’s also worth looking at the difference between structured and unstructured data. Is every employee’s emails being archived for seven years? Then the same should happen with enterprise collaboration records. So any organization looking to understand how they should handle the recordkeeping requirements of Slack need only look at how they currently deal with email. Simply put, if a recordkeeping rule applies to email, it also applies to an enterprise collaboration tool like Slack. Just like with email, Slack content should be archived meet the above requirements. Data Security and Knowledge Management: With so much digital information being shared, it’s important for companies to monitor the flow of information and keep close track of what is being shared.As with any digital file, an email can be altered, so it’s important to have an accurate copy of the original. Litigation and eDiscovery: Keeping detailed records of communications in the event of a legal matter, both external lawsuits and internal employee matters.Regulatory Compliance: Meeting the requirements of organizations like the FDIC, FFIEC, FINRA, and IRS, and preparing for related regulatory audits.
And even if an organization isn’t operating in a highly-regulated industry, the threat of litigation makes it a prudent thing to do.īroadly speaking, emails need to be archived for the following reasons: Today, just about every company understands that employee emails have to be retained for a set period (usually somewhere between three and seven years), and subsequently have some sort of email vault or other archiving solution in place. As the technology evolved, and regulators and courts started to hand down specific rules and guidance, companies slowly understood what was required of them and implemented robust retention systems and processes.
Although it is hard to imagine today, there was a time when organizations were not entirely sure how emails should be stored and managed to meet compliance needs. To understand the recordkeeping and compliance challenges of a modern enterprise collaboration platform like Slack, it’s useful to compare it to email.
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