The use of Internet as a basic mean of corporate usage has now become a critical business activity and therefore needs to be well-monitored as part of the important resources of any company (Cobb, 2002).
However, the internet has also been of significant advantage to us in many ways. Where many of its services have benefited us in numerous ways, the email has had a significant character, besides other uses, in the commerce and trade sector. Email has proved to be the information and communication “Backbone” in most of the organizations (ColdSpark, 2007). It has been successfully used to facilitate the day to day business activities & processes, shared working environment, document transfer, corporate communication (both internal and external) and memorandums. According to the statistics, more than 35 percent of critical business information is found in companies is transferred via emails. Such a high figure means a high stance of dependency on the email service(s) and thus the nature of the content that is being transferred through these emails has actually forced many organizations to re-evaluate the significance of managing the email throughout its whole lifecycle. (ML Inc., 2008)
Traditionally, the common practice was to retain the backup of all emails as per the IT department’s needs and cost factor. Now the environment has changed and therefore we need to manage this service as a strategic resource to take the best out of it. Email is considered now as a formal means of communication for any company, specially in a healthcare organizations where patients’ reports are treated with utmost confidentiality, which is no different from the traditional way of distributing the corporate information on the companies’ official letter head. This means that organizational or corporate emails are also bounded to abide by legal obligations of the state.
Understanding the whole process of the collection,