There seem to have been a succession of scandals in the news over recent times, for instance the phone hacking scandal that resulted in the closure of a once great newspaper, that have served to highlight the importance of email, particularly when it comes to legal evidence. Deliberately deleting email that might be required in a court of law is a very dangerous action that can lead to the prosecution and subsequent incarceration of people who have been discovered to have done so.
It is not only deliberate deletion of potential evidence that is dangerous; accidental or thoughtless deletion can be equally disastrous, and the fact that a person did not intend to destroy evidence is no defence in a court of law.
Neither is it good enough to just have the evidence buried somewhere in the email system. When a court requires email evidence then it wants it within a reasonable time scale, and failure to deliver it within that period can result in serious penalties. Thus it is not surprising that email retention policies are now featuring very strongly in the board rooms.
Civil Procedure Rule (CPR) 31.5 came into force in April 2013. This rule changes disclosure requirements in the UK and addresses proportional discovery; eDiscovery has suddenly become significantly more onerous.
Prior to CPR 31.5 courts could either dispense entirely with disclosure or they could opt for standard disclosure. However, the new rule gives courts various options when it comes to multi-track claims. Essentially it means that courts can tailor a disclosure plan that is specific to a given case. For instance, a court could give direction that refers to specific document searches, how the disclosure should be phased, and the format in which the disclosed documents must be presented.
Disclosure must be delivered early and efficiently. The rule is that every party involved must deliver reports two weeks in advance of the initial case management conference. The reports should describe any documents which exist and that are relevant to the case. Additionally they must indicate where the documents are located along with the costs of disclosure. The parties must then get together a week before the CMC and agree a satisfactory disclosure plan. The rule is equally applicable to physical and electronic documents including archive email.
This puts a whole new raft of constraints on email and data archiving systems, and many organizations are turning to specialist cloud technology providers such as Mimecast to ensure that their email management system is compliant with current legal requirements. Given the increasing complexity of regulatory demands, for many organizations there is no alternative.
There used to be a time when having the ability to send and receive text messages on your phone was a luxury and just that – texts. The messages were probably pretty basic and included information on where you were meeting friends, when your kids were done with practice or even a reminder to the spouse to pick up milk. Now, text messages are standard practice and becoming the norm for how people not only manage their personal lives, but their business operations as well. Texting can serve a lot of purposes during the work day that one might not have considered before.
Keep Track of Meetings
Do you get text messages from a friend saying when you are meeting for book club next? Does your child send you a reminder on when and where to pick them up and you save it to remember? Just as saving the personal texts as reminders of your schedule, the same can work for business. Set up the messages so that the ones that contain vital information are saved on the phone so they can be recalled quickly and easily and for fast reference. A quick search of the texts will bring up all of the corresponding ones that meet up with the keyword entered, saving you from scrolling through message after message.
Since so many people are using their phone technology to surf the Internet, shop for products and perform research, sending links to the results is often done through an SMS message. Business text can store pertinent data when it comes to the job, too. Send your coworker a link to a webpage that has a product you think would be of benefit to the department. Send over the study results link via a message that can be recalled during a meeting when the data needs to be shared. Keep the text messages with links in them so that no matter when, where or how long a meeting lasts, the phone you are using can pull up links from a message, either sent by you or received by you, and be mentioned.
Save Contact Information
When you receive a text from someone, chances are they are already stored within your contact list. But maybe the information they are sending in the text is contact information about something else or someone else that doesn’t necessarily require an entry in to your coveted Little Black Book. However, it could be hours to a store you want to visit the address of a restaurant to try out or the field where your kids will be playing their next game that you need to keep a hold of. Store it in the texts and then wait for the event to pass. If you won’t need it again, then it is safe to delete. If you will be going again, visiting again or contacting again, then it may be worthy of permanent entry into the contact book you maintain for future reference if the list of text messages needs to be shaved down.
Verizon Wireless has released a new Android 4.0 ICS smartphone from Samsung namely the Samsung Galaxy Stratosphere II. Specs-wise, the handset packs a 4.0-inch 800 x 480 Super AMOLED touchscreen display, a 1.2GHz Qualcomm Snapdragon S4 dual-core processor, a 1GB RAM, an 8GB of internal storage, a microSD card slot, a full physical side-sliding QWERTY keyboard, dual cameras (1.3MP front & 5MP rear), GPS, WiFi, Bluetooth, 4G LTE connectivity, a 1800mAh battery and runs on Android 4.0 ICS OS. The Samsung Galaxy Stratosphere II retails for $129.99 with a new two-year contract. [Verizon]
Sony will release the Xperia V waterproof smartphone in Sweden starting December 3rd, 2012 via Dustin.se. Priced at 4,299 SEK or approx. $657, the smartphone comes jam packed with a 4.3-inch HD display, a 1.5GHz dual-core processor, a 1GB of RAM, an 8GB of internal memory, a 13-megapixel rear-facing camera and a VGA front-facing camera. The Sony Xperia V is powered by the Google Android 4.0 Ice Cream Sandwich operating system. [Xperia Blog]
Fly is preparing to launch another dual SIM Android smartphone for the Russian market. Called the IQ256 Vogue, the handset will feature a 3.5-inch 480 x 320 capacitive touchscreen display, a 1GHz processor, a 512MB RAM, a 512MB of internal memory, a microSD card slot (up to 32GB), dual SIM card slots (GSM & WCDMA), a 3.2MP camera, an FM radio, GPS, WiFi, Bluetooth 3.0 and run on Android 2.3.6 Gingerbread OS. The IQ256 Vogue will go on sale from mid-September for 5,300 Rubles (about $165). [Fly]
Boost Mobile is ready to release the Samsung Galaxy Rush. The smartphone is powered by the Google Android 4.0 Ice Cream Sandwich operating system, a 3.5-inch HVGA display, a 1.3-megapixel front-facing camera for video calls and a 3-megapixel rear-facing camera. The Samsung Galaxy Rush will be released in September 2012 for $149.99. [Samsung]