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Email has become the standard method of correspondence used by businesses sending important and sometimes confidential messages. Such sensitive information needs to be archived for possible future use in order to comply with eDiscovery requests, specific regulations as well as the company’s email compliance policies.

Email correspondence is used for both internal and external affairs therefore it is important that a copy of all emails is archived for possible future needs relating to legal, compliance and human resource issues. A company must also be in a position to respond to eDiscovery requests at short notice.

Why a company needs email archiving

Existing regulations such as Sarbanes-Oxley, HIPAA and the FRCP treat emails as being equal to paper-based documents in terms of valid and legal documentation presented in a court of law and are therefore admissible during an eDiscovery request.

eDiscovery is the process of locating, securing and using documentation from a company’s archives in a legal setting, so a company must have the ability to procure the necessary documents with the confirmation that these have not been tampered with. Failure to abide by procedures could result in court fines and other financial burdens, as well as a failing reputation.

How email archiving should be implemented

For security, maintenance and resource reasons, email archives should not be archived on the mail server but should have their own localized server that is specific to the task.

Having your emails archived on a separate database ensures more protection for the archives should the server crash, as well as lightening the load on the server. When archiving is another process that the email server is meant to handle, its resources are being stretched to capacity risking poor performance in both tasks. A dedicated email server and a dedicated archiving server render the upkeep of both machines a simpler and cleaner process.

Moreover, separate backups of both servers ensure a safer environment, as by having the archived emails on a separate server, should the email server crash all is not lost since the archived emails would be accessible and easily recoverable meaning that work can be resumed from a certain point.

Email archiving compliance

In industries and countries where regulations require organizations to monitor user activity and keep audit trails, a system that records, logs and retains a database of user activity, or other secure methods such as encryption will ensure that emails have not been tampered with as this would render them inadmissible in a court of law. An auditing facility is also important for compliance purposes.

Log files and counts must prove that all emails (including their attachments) are being captured and can be searched for, found and viewed in their original format. Advising users that their emails are being recorded and archived will act as a deterrent to any abuse of the system.

Email archiving is becoming a standard practice in today’s businesses as the implementation of a successful email compliance policy could save a company a lot of time, money and resources, and provide guarantees that it is in a position to respond to eDiscovery processes and fulfil the requirements of compliance regulation which the company must adhere to.

Jesmond Darmanin is a freelance writer who is passionate about business IT issues and recommends the use of email archiving software for email compliance and eDiscovery requirements.

Since 2005 new Work at Height Regulations have been in effect as a way to improve safety in all manner of industries that use mobile access machinery, the scissor lift and scaffolding. Part of these regulations have been created to make sure that the person using powered access machinery has had a suitable level of training. By ensuring there are always workers with training when people are using access machinery, it is hoped that safety will be increased. The scissor lift falls into the powered access machinery category, being referred to as a mobile elevated platform or MEWP for short.

MEWPs are used in a large variety of industries, allowing workers to reach inaccessible areas speedily and safely. The contemporary scissor lift has been designed with guard rails that actively work towards preventing falls and dangerous situations. This type of machinery can also be used in interiors and exteriors meaning it is a far reaching mobile access solution. In terms of the usability of the scissor lift, painters and decorators regularly use them, as do maintenance workers such as electricians who need to access wiring in large halls or auditoriums. It is hoped that by the release of the Work at height Regulations 2005 that the safety in all of these industries will be improved, allowing workers to perform their roles safely and effectively.

Training courses are in abundance when it comes to the use of the scissor lift. With effective training operators are given the knowledge to select thee right lift for the job, part of this process includes taking account of the maximum height of the lift, how large the platform is and the amount of safety equipment affixed to the platform. It is not just the government however that have strived to making the use of powered access machinery safer, IPAF and independent body of manufacturers and users has recently embarked upon a ‘clunk, click’ campaign. This campaign resembles the road safety variant of the same name and attempts to put safety issues at the forefront of all workers’ minds that utilise mechanised lifting solutions. IPAF are also working in conjunction with government ministers to further develop the safety procedures for working at height to create a safer working environment.

As previously stated having training means that the selection of the right equipment is assured. This thought process must first assess the height of the job as a machine that only reaches with the worker at full stretch will not be suitable. In addition, training enables operators to make an assessment of the working area. Factors such as nearby doorways, any external weather condition, such as high winds, and the surface the machinery is to be placed upon should all be taken into account. Once again having suitable knowledge to recognise the risks posed by oncoming traffic or overhanging hazards is essential.

As a part of the Work at Height Regulations, training is considered a legal necessity. As an employer it is important to ensure all staff members working on access equipment have had training, otherwise legal penalties can become an issue. None of these developments should be begrudged however, with accidents costing thousands in compensation, as well as the human costs of debilitating injuries or even death, the response of the government to make the use of powered access machinery is an understandable and required response.

Regulatory compliance expert Thomas Pretty looks at the necessity for scissor lift training in a variety of different industries.

Fire safety training is needed for all businesses and fire staff around the world because in a result of a fire whether it is employees at a business or firefighters they all need to know the correct procedures and actions that need to be taken. Every business organisation needs what is called a fire safety law and guidance document as a result of legislation that is related to the people responsible for a business premises. The building must be safe to work in and in case of a fire there must be sufficient fire exits and escape routes as well as fire alarms and good fire safety equipment; and of course, a first aid box. Regular check ups of the business by standards officers ensure that the fire legislation certificate is deserved otherwise the premises and the business more generally can be deemed as illegal.

To undergo fire safety training most employers and employees will go on a course where they receive the skills and knowledge that they need in case of a fire breaking out. Also they will learn the procedures that need to be taken and the risks that are apparent when a fire breaks out. If the employer does not comply with the fire safety law and guidance legislation and continues to trade in the market then that business is considered illegal and should stopped immediately. If the employer of the business is caught without the legislation and is still trading then standards officers can shutdown the business at any time.

Also there are many different fire safety training brochures that are available to employers who want to update their knowledge of safety in the workplace and remind themselves of the procedures in case of a fire. Also if necessary they can apply to do another course if they do not feel confident at the time. It’s not all about knowledge for fire safety in the workplace however, emergency and contingency plans need to be in place if the procedures during a fire become complicated or are disrupted, this ensures maximum safety for the staff and customers at the work place at all times.

The main element of the training includes the ability to safely evacuate the building without causing harm to any of the employees in the process. Also an important part is being able to tackle the fire to the best of their ability until professional help from the fire crews arrive. This can be fire blankets to fire extinguishers in the buildings which are necessary and are a necessity in any business environment to ensure safety of all people in the building.

A very important part of the fire safety law and guidance legislation is the regular fire and risk assessment check. This can happen at any time to make sure that the business has got specific fire safety standards and the building is safe enough to work in and has got all the necessary safety precautions in place that pertain to fire exits around the building. The fire officer may also check the procedure the business takes when a fire occurs by making a mock situation of a fire. He can evaluate the performance and ability of the staff when evacuating the building and asses whether they have enough knowledge of what to do in case of a fire. From these results he can judge whether the business needs to make improvements to their procedures in case of a fire.

Today fire safety training is a fundamental part of any businesses wider plans. Without relevant training the safety of staff members is put at risk and understandably the government legislation pertaining to fire safety attempts to ensure that all businesses are suitably safe. The hope is that eventually all businesses will have a safe working environment for their staff members.

Regulatory compliance expert Thomas Pretty looks into the importance of fire safety training in the world of business.

The Work at Height Regulations (2005) have worked hard to increase the safety of all workers who work on scaffolds or powered access machinery. Parts of the regulations ensure persons working on items such as the scissor lift have had suitable training. By making sure all those using machinery have had adequate training, safe working procedures are followed meaning that all work in a safer environment. The scissor lift also falls into the mobile elevated work platform category or MEWP.

MEWPs make working at height easier for a variety of different industries allowing them to reach work areas quickly and easily. The modern scissor lift also has guard rails which are put in place to ensure workers do not fall and injure themselves. Additionally they can be used inside and out. Uses for the scissor lift vary greatly, from painting and decorating large rooms where ladders are not safe, changing electrical fittings in halls and amphitheatres and repairing brick work at height. Thankfully the Work at Height Regulations ensures that no matter what the uses, workers carry out their tasks in a safe and responsible manner.

Part of adequate training allows operators to choose the right scissor lift for the job, this not only concerns the height at which the lift can reach, but also the size of the platform and the safety equipment on the lift. IPAF, a body set up to create regulations and safe working methods for powered access machinery, is currently involved with a ‘clunk click’ campaign. The work of IPAF campaigners is to ensure that those working at height have suitable harnessing equipment and are secured to the scissor lift at all times. This campaign is working in conjunction with the government’s health and safety executive so safe working practices are adopted in all industries using MEWPs.

When choosing a scissor lift there are various considerations that must be made. The first of these considerations is the height of the job; understandably the lift must reach to a height that allows workers to carry out the job safely without stretching too much. Additionally adequate training will give workers the knowledge to look at the conditions and deem whether work will be safe. These conditions include the surface the platform will be placed upon and if working externally, any weather conditions that could be deemed as unsafe. As well as concerns with conditions, training ensures operatives will be able to recognise any other hazards such as overhanging features that may impede the operation of the scissor lift, or if working by a road, which traffic measures will need to be taken to ensure collisions do not happen.

Legally defined training is essential for at least one of the persons operating a scissor lift. Part of this training will include how to cope in the event of an accident. Tasks such as looking after injured workers when they have had a fall are essential. Falls can seriously injure and hence having the first aid knowledge of what to do means that the safety of workers is enhanced. In addition to medical training, courses normally include information on how to check over machinery to see if it is safe as well giving the knowledge of how to make more detailed assessments of the operability of a scissor lift.

Thankfully the work of IPAF and the government has made scissor lift operators safer. Working at height is always a risk no matter how many safety principles are instilled in operatives. By having the knowledge to reduce these risks and cope in emergencies the working at height environment has been made safer.

Regulatory compliance expert Thomas Pretty looks why scissor lift training is essential for those working at height.

Business managers today must cope with the headache of liability and legal regulations concerned with fire safety procedures and action plans. As a result of current legislation, ensuring staff members have had adequate training to ensure they know what to do in the event of a fire is an essential managerial responsibility. Training is so vital because the effects of a fire can be disastrous; not only to business assets but more importantly to the lives of workers. Training has a two fold approach however, purely focussing on what to do in the event of a fire is ill advisable, fundamentally managers need to train staff so they recognise the ways to prevent fires.

Many people die each year in fires on work premises; this is why government legislation has worked hard towards increasing training and knowledge of fire prevention and emergency procedures. On most company premises it is the responsibility of the management to ensure that training is suitably pursued for all staff members. Managers never want the death of a worker on their conscience so by giving staff members knowledge, the conscience is somewhat sated on the part of the manager.

It is not just loss of life that can be considered one of the biggest risks of fire. Damage caused can seriously harm the financial position of a company. The loss of business assets even with insurance can be costly. In addition the time lost in operation while a new premises is found or an existing premises is repaired can be an extremely costly for a company. Thankfully by training staff members on ways to reduce the chances of fire, protecting business assets is made that much easier.

Knowledge of the three elements that create a blaze is a fundamental part of all courses. These three elements are fuel, ignition and oxygen; keeping these elements separate is essential. While most companies will find it hard to keep the third element, oxygen, out of the equation the other two can be controlled. Fuel is anything that can feed a fire, from paper and wood to soft furnishings. Ensuring these are kept in a safe place and are stored in such a way as not to present a hazard is vital. The final part of the equation, the ignition source can refer to anything from a cigarette end to a faulty electronic device. To reduce chances of ignition it is vital to make sure cigarette ends have a designated place to be extinguished and all electronic equipment is in good working order; ultimately effective housekeeping procedures will reduce the chances of ignition.

Training only forms a small part of the legally required fire risk assessment. This assessment takes into account all of the materials and areas that can be considered a risk. Ultimately the purpose of this assessment is to put in place procedures that make a workplace safer. As well as giving an idea of preventative measures a key element of the risk assessment is to ensure staff members understand their roles in the event of a fire, at the lowest level this includes shutting fire doors on the way out, at the highest are the responsibilities of the fire warden that include noting the severity of the fire and ensuring complete evacuation of the building.

Today as a business manager you have no choice but to pursue a training course for staff members that ensures their safety. Legally it is a necessity but for the sake and conscience and financial common sense it is an advisable course of action to follow.

Regulatory compliance expert Thomas Pretty looks into how effective fire training can help secure business assets and increase the safety of workers.

Companies and businesses now have a legal responsibility to ensure a competent person is on site at all times should a fire happen to break out. A competent person is also termed as a fire warden, that is; a person who has had sufficient training to ensure the safety of staff members and anyone else who may be on the premises.

The fire warden must have an understanding of the risks of fire on any part of the premises and actions to follow in the event of a fire. In addition they should also have had enough training to competently use the fire fighting equipment on the premises. But what are the responsibilities and duties of the legally required warden in a business or residential property? The following information attempts to clarify this issue.

The warden’s training comes in most useful once a fire has been started. In accordance with law there are a number of predefined jobs that they must fulfil to ensure people’s safety. One of the most important tasks of the warden that they will have instilled in them during training is that during their exit they must ensure that the fire doors are shut behind them. This prevents the spreading of smoke and gives other people in the building a safer exit.

In residential areas the warden must also knock on resident’s doors and ensure they are aware of the fire; while it may not always be possible to convince them to leave their homes, it is a vital constituent of the training that wardens are aware of the necessity to take not of the location of anyone left in the building.

In addition to these responsibilities the fire warden is entrusted with the duty to help any disabled people on the premises with exiting the building. Once again however if it is not possible to remove any disabled persons it is essential to inform the fire service of the whereabouts of any of these vulnerable persons. It is not just disabled persons that are classified as vulnerable, the elderly also fall into this category and should be given as much importance as the disabled. The warden’s training should also make them aware that in the event of a fire the elevators in tall buildings should never be used, the stairs are the best way to exit, even if assisting the disabled and elderly.

Once the warden has managed to evacuate the building to the best of their ability they will have to congregate them in the fire assembly point. This area will have been defined by the legally required fire risk assessment and should be clearly marked. Normally it must be at least one hundred feet away to avoid the dangers of falling objects or even explosions. Once the residents or members of staff are in this area, it is the warden’s responsibility to converse with the fire service’s representative on their arrival, ensuring they are fully informed of any people remaining in the building, and other issues they should be aware of.

Through effective training the fire warden should have the knowledge to perform this task efficiently, minimising the risk to anyone inside the building. Being a fire warden takes a great deal of responsibility and should always be taken seriously; after all, the people in any premises are dependent upon the speedy and rapid evacuation in the event of a blaze. By being thorough a warden can reduce the instances of injury and death and make the job easier for the professionals once they arrive.

Safety expert Thomas Pretty looks into how fire warden training can help in the evacuation of buildings.