Everyone has heard the expression: ignorance of the law is no excuse. Well, from the feedback I am getting it seems that many companies and organizations haven’t taken that very seriously when it comes to email system compliance. While people in the financial, insurance and medical industries are scrambling to comply with the new regulations, others may still not be aware of the laws they are violating every day. Have you heard of the following …

Financial Industry Regulatory Authority (FINRA)
Gramm-Leach-Bliley Act (commonly called GLB or GLBA)
Health Insurance Portability and Accountability Act (HIPAA)
Hedge Fund Transparency Act (HFTA)
The Sarbanes-Oxley Act (commonly called SOX)
US Securities and Exchange Commission (SEC Rules 17a-3 and 17a-4)

The Federal Rules of Civil Procedure (FRCP) apply to any organization that has the potential to be involved in litigation in the U.S. Federal Court system. The amendments, which went into effect on December 1, 2006, mandate that companies must be prepared for legal discovery. Every organization must know where their data is and how to retrieve it. This regulation covers any organization in any industry. You are required to have the ability to produce all electronic documents, including email, for a minimum of seven years.

Considering that the average employee sends and receives multiple emails daily, the storage capacity alone needed to achieve seven years of backups is more than most office servers can handle. The most reasonable and cost-effective way to maintain this level of compliance is by utilizing a virtual email or cloud-based email server. This will provide you with the number of email accounts you need, at a price you can afford, and also include the necessary systems for archiving and retrieval. Their storage capacities have the ability to expand as needed with no additional cost to the clients.
If you are considering an upgrade to your email system, you may also want to think about technologies like Active Sync for communication with smart-phones.

Check out our offerings for fully-compliant and affordable email systems to protect your businesses! Our offerings include Active Sync with SOX and HIPAA compliance, Microsoft-exchange level features and much more.

How many times have you suffered through the embarrassment of a missed appointment or a deadline? How many times have you forgotten an important file for a business meeting? Nothing makes an employee look worse than being unprepared. It is a huge challenge keeping up with the lightning pace of business when your tools, reminders and data are floating all over the electronic ether. As someone with her fair share of ADD and a penchant for doing a million things at once, I can attest to the personal toll my unconsolidated data storage habits have taken on my sanity and professional development. For these reasons and more, TurnKeyMail has been a game changer.

I’ve tried appointment books, wall calendars, outlook tasks, desktop schedulers, post-it notes on my bathroom mirror—I’ve even tied a literal string around my literal finger and forgotten what it was there for. For a girl who wants to make it in the IT industry, being scattered is a fatal flaw. Enter: TurnKeyMail.

Yes, I’m a TurnKey Internet employee, and it is possible that my loyalties are somewhat biased, but I can’t underestimate how much easier my life has become with all of my business files, appointments, projects and correspondence in one place. It’s kind of like having a personal assistant keeping track of me. In the same way that a mail search function allows you to be totally disorganized and still find things, TurnKey Mail’s follow-up flagging, email and task linking and file storage allow you to keep every appointment, deadline and file in order and ready at a moment’s notice.

The word of the day is “synchronization.” Sure, everyone is talking about the cloud but how many people do you know who are actually seamlessly synchronized—computer to phone to iPod to iPad to Outlook to server? By synchronized, I don’t just mean online. Plenty of people with smartphones can check email via a web browser, but can they access their files? Can they pull up that video presentation from their home computer and that excel file from their work computer and that css file from their server, from wherever they may be, anytime? Are they going to be reminded, simultaneously, by their phone, ipod, home computer and work computer about that Monday morning meeting they scheduled three months ago?

Technology is supposed to make our lives easier. It is supposed to protect us from our own human frailties, make us more efficient, faster, more agile, less responsible for keeping every detail in our brains every second. So much of the time technology has the exact opposite effect—it makes our lives more confusing, scattered, broken and frustrating. The whole mission of TurnKey Internet is to make life easier, to make business easier. A TurnKey solution is a ready-made, all-in-one, user-friendly solution, not just another technological road-block. For me, TurnKeyMail has truly lived up to its name. It has made my life easier. It has made me more efficient. Above all, it has done what technology is supposed to do: step in to help with the things we find difficult. Now I can focus on the things I’m good at instead of stressing over the things I’m not.

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