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[R161]Regulatory Compliance Management Software
by Barry Jonathan Lough, Bar

What happens to contaminants once they reach the atmosphere? Do they go up and away or do they hit the ground elsewhere? A little of both, really, and at different times. With the right computer software and knowledge, a consultant can determine what will happen, where, when and how often. They can figure out if a problem will persist, resulting in complaints from neighboring communities, diseased foliage and livestock, or visibility problems. And they can even address potential public health problems.

Where will ground level concentrations become problematic? What can be done to fix it before it even happens? These things to have answered ahead of time.

Modelling, as this activity is called, is about design. Modellers parameterize the physical layout and emission characteristics and then quantify resulting gas and particle concentrations in the ambient atmosphere. They then use these numbers to make design and policy decisions for the plant. Ones that will keep it out of trouble.

Please see http://www.stuffintheair.com/airqualitymodeling.html for details about the air dispersion modeling process.

Good modelers work in conjunction with government officials to arrive at a workable solution for the company. Keep an eye out for models with names like CALPUFF and others as they are standard tools of this trade. These professionals report the modelling results and interpretations to the client and to officials. They say which modifications have been made to correct situations, if needed.

The most advanced people in this field go to bat for their clients. They attend hearings and defend the operation. We call them expert witnesses.

We do not want diseases from air pollution. Air quality modeling helps us determine how to avoid that. A variety of substances come from a variety of plants and can have a variety of effects. None of them good. With modelling, policy makers can reduce those effects.

A consulting service company performs dispersion modeling, prepares relevant agency applications and handles the tricky side of the approval process. There may be several boards and offices to deal with for a simple situation. It helps to use professionals who know the regulatory staff personally, work with them repeatedly and can maneuver skillfully through the regulatory process with the smallest amount of friction possible.

Another thing to deal with is government reporting. Emissions, wastewater and air quality data have to be sent to the appropriate agency. It has to be accurate and delivered on time. With the right consulting firm, you never have to think about those tasks yourself, once the reporting procedure is initially set up.

More complicated environmental laws make for more difficult procedures needed to be in compliance. Especially when it comes to air. Therefore production firms have become less likely to perform these tasks in-house.

Expertise needed to obey the rules has become very much a multi-disciplinary thing. That is a key reason for the rise in consulting service firms. All that expertise in one place providing knowledge-based services to several clients really has become more efficient than trying to cultivate the know-how within the office walls of manufacturers.

That goes beyond technical knowledge. An understanding of human nature plays a major role as well. With that understanding, professionals can negotiate with other companies and regulatory staff to get to what is best for all involved.

They need to defend their work, justify their arguments and point out how the environment and how society benefits from their accomplishments. The client benefits even more greatly.

For example, energy producers may have problems with emissions. They work with large volumes of stocks that may result in emissions of sulfur compounds, carbon compounds, particulates and other noxious substances.

Do oil companies meet a lot of public opposition? Is it all warranted? Maybe the public is concerned about the unknown. Maybe interveners need to know how thorough and careful a producer is these days when it comes to ecological issues.

But that credibility has to be there in the first place. Simply obeying the laws goes a long way. Doing so is not trivial by any stretch. Needed tasks can include audits, applications, remediation and management.

If it's too complicated for you, a consulting company will help.


As the digital age pervades both our personal and business lives, compliance measures are beginning to follow. Messaging is receiving increased scrutiny. Recent measures now hold employers accountable to produce specific data (i.e. emails, instant messages, attachments) from several years back, upon request. Effective archival and retrieval technologies are now becoming paramount to meeting compliance. New regulations usually require change and expense, without a contribution to the bottom line. However, here is a way that archival compliance can become a strategic advantage for you.

Our Current Environment

Here are some facts to consider about how we manage our data, and then let's review how compliance can become a complementary asset.

Email is now moving a significant portion of a company's data. The communications and attachments are often intellectual property or IP (i.e. contracts, marketing plans, employment agreements and product designs, etc.). It is estimated that 70% of a company's IP is within the email system, so we should consider this our vault.

Clearly, email volume is growing. Server and storage performance is continually requiring more resource. Staffs are reluctant to delete email, or attachments, in case they may need a document later, resulting in growing user accounts.

Disruption of the email service is now crippling to a company. One day of downtime has a striking effect on lost productivity and direct cost.

Routine incremental backups of the email system, typically nightly, leave wide gaps of exposure for missing, deleted or altered emails. An email database restoration becomes lengthy and fragmented with lingering recoil of missing data and synchronization.

All email that runs through a company's system belongs to the company, and equally the company is responsible for the content. The message is that there is no 'personal email' and we need to know what is crossing your network from a liability perspective.

How Compliance Can Become An Advantage

The mandate to store and retrieve email and instant messages is alive, but here are seven benefits you can realize upon deployment.

Expedient capture - with an archival system ALL emails and IM messages are captured, and written, unaltered, to a different system, within the minute they are received or sent. As the archival device is exclusive to message capture and retention, there is no resource contention on the email system.

Instant Messaging is Now Equal to Email - do you have a usage and retention policy on your Instant Messaging? Typically not, but you should. In litigation this is also requested and can be even more damaging due to the informal and unedited style of composition. A quality archival system will store Instant Messages on the same system as the emails. Content would be accessible the same as email during queries.

Scheduled Email Purging - Policy and procedures can be implemented for regular systematic deletion of emails on user accounts (i.e. delete all after 90 days). This will assure your email server/ storage performance. Users will continue to have access to the archived messages for retrieval and review from the archive system, but without the ability to alter.

Periodic Internal Audits - The archival technology provides robust search tools to locate data. Specific terms, dates and expressions can be queried. Routine message reviews should be performed to assure that company policies and data protection are intact. This is far better to be in a proactive mode.

Know How You Stand - If your company is subpoenaed for information, within minutes you can know how you will fare in litigation. Do you have a smoking gun or reason to request a dismissal?

Rapid Recovery in Case of Disruption - In cases of business continuity or recovery, restoring an email server from nightly incremental backups can be lengthy and sketchy. An archival system assures rapid recovery and full accountability within minutes.

Get the Word Out to Employees - A company's communication to their employees of new policies will have an overseer effect. Once they have the awareness of the tools and detection capabilities to be implemented, most violations cease and your risk decreases.

Final Thoughts

Weigh the alternatives and you will begin to see how this particular compliance requirement could be beneficial to your operations, and deliver competitive advantage. Compliance requires us to take action. Don't rationalize that nightly backups will be adequate. This could be a risk that costs your company in image, litigation and dollars. It will also continue to add cost to your current operation to maintain inadequate coverage. Implement a comprehensive archival system and you can manage your email environment effectively and strategically.

We are frequently asked about outsourcing the email archival function as an option. Keep in mind that if outsourced, you are still the responsible party in any litigation regardless of how your outsourced solution performs.

To house archival technology in-house today is not burdensome and often times produce a quick ROI vs.outsourcing. Contact us at www.enclavedata.com for further discussion and actual case studies of many companies who successfully brought this under their roof.

We work with companies of all sizes to assure their archival is in compliance. Our solutions are state of the art, quick to implement, cost effective and provide the comfort to know your data is secure and in compliance.

You have the responsibility for your company's email, with the right archival system you can now also have the control to assure compliance and protect your company's assets.
Article Source : Pre Paid Legal Services Inc

About Author
Both Barry Jonathan Lough & Dan Schutte are contributors for EditorialToday. The above articles have been edited for relevancy and timeliness. All write-ups, reviews, tips and guides published by EditorialToday.com and its partners or affiliates are for informational purposes only. They should not be used for any legal or any other type of advice. We do not endorse any author, contributor, writer or article posted by our team.

Barry Jonathan Lough has sinced written about articles on various topics from Careers and Job Hunting, Make Money Online and Legal Matters. Barry Lough has more than 12 years experience dispersion meteorology, modelling, environmental permitting and consulting. He has been an atmospheric scientist in the fields of operational meteorology air quality modeling. Subscribe to. Barry Jonathan Lough's top article generates over 1900 views. to your Favourites.

Dan Schutte has sinced written about articles on various topics from web development, Computers and The Internet and Legal Matters. Dan Schutte is the President of Enclave Data Solutions, specializing in messaging security, content filtering, anti-spam software, email/IM archival and compliance. Visit
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