Email Compliance is a Breeze… with the Right Tools

Email compliance is important for a number of reasons. Perhaps most importantly, because your industry or profession may be regulated or governed by laws and regulations which your company is required to adhere to. If you fall afoul of these regulations or fail to comply in some manner, you could potentially leave yourself or your […]

Published: 1/6/2016 by Eric Kotchi

Email compliance is important for a number of reasons. Perhaps most importantly, because your industry or profession may be regulated or governed by laws and regulations which your company is required to adhere to. If you fall afoul of these regulations or fail to comply in some manner, you could potentially leave yourself or your company vulnerable to litigation.

Thus, from a legal point of view, it’s of the utmost importance that your company’s email messages be sent to the right people and contain the right types of content. But that’s not the only type of compliance that you need to concern yourself with. There’s also internal email compliance.

Are You Towing the Company Line?

In some cases, email compliance means abiding by and adhering to internal email standards. For example, does your signature match the corporate-mandated signature format? Does it include all of the corporate-mandated information? Is your email signature photo properly formatted? Does your email signature contain the most recent and up-to-date email signature marketing campaign initiative, promotion, or offer?

All of these factors can play a role in an email signature or message, and increasingly, companies are looking for uniformity across the board when it comes to their employees, representatives, and agents. In some cases (in many cases, actually), email compliance may be more important from an internal perspective than due to any third-party regulations or laws governing email correspondence.

Ensuring Email Compliance Across the Board

One of the easiest ways to ensure email compliance across an organization’s workforce is through centralized management and control. Take away each employee’s ability to manage his or her own email signature, and you remove the risk of his or her email signature failing to abide by internal (or external) standards. With Xink, you can do just that – our platform has been designed specifically for organizations large and small that are looking to enact and enforce consistency in messaging and branding across a department or entire company.

With Xink, enforcing email compliance is made easy because managing and controlling email signatures is the privilege of just a select few individuals. This may be the marketing manager, director of marketing, COO, or even the business owner. The important thing is that whoever is deemed to be the “key holder” is able to create, manage, and distribute email signatures to anyone or everyone within a network – thus, you can manage email signatures for a single team, an entire department, or a whole company, quickly and easily. Xink makes doing so a breeze.

Stay Compliant – and Leverage the Power of Email

Certain industries (for example, healthcare or banking) may be required to abide by certain email compliance regulations. Knowing what these regulations are, and abiding by them, is of the utmost importance. If your business fails to adhere to these standards, you could be leaving yourself open to prosecution, fines, and penalties. It’s important to note that it isn’t enough that you – as a stake holder, manager, or executive – know about these standards and adhere to them; your employees must adhere to these email compliance standards as well.

Can you trust every one of your employees to stay abreast of the latest regulations and rules governing email content and practices? Perhaps you have a small, educated, highly involved team, but most businesses will find that the answer to this question is an emphatic “no.” Don’t take the risk of falling afoul of pertinent industry regulations because someone on your team makes a simple mistake – take that opportunity away from that person. Ultimately, it shouldn’t be their burden to shoulder in the first place. Implement centralized email signature management and ensure email compliance across your organization – for good.