Banca d’Alba faced a significant challenge in managing their corporate email system in compliance with European GDPR regulations. This issue was further complicated by the need to ensure the long-term preservation of communications from former associates, a requirement set by the Data Protection Authority.
The decision process
On September 28th, 2023, Banca d’Alba formed a partnership with STORViX and Archivium, two leading European companies specializing in data storage and digital preservation, respectively. STORViX’s mission is to provide flexible and secure data storage solutions which align perfectly with Banca d’Alba’s requirements. The bank was made aware of these solutions through industry research and recommendations, prompting their decision to collaborate in this project.
Read more about our collaboration in this press release.
Following an in-depth analysis of Banca d’Alba’s digital archive, STORViX and Archivium put together a comprehensive solution. This solution was built around STORViX Vaulting System, hosted in a dedicated Tier 3 Data Region in Piacenza, Italy. This system leveraged advanced technology from both companies, ensuring data retention principles, integrity, availability, and usability. It also facilitated the automatic deletion of emails, as recommended by the Data Protection Authority.
The solution integrates clear policies and advanced digital preservation systems, seamlessly adhering to GDPR compliance regulations. This ensures the protection of both the bank and its employees in the event of post-termination litigation. Additionally, securely archiving personal data provides Banca d’Alba’s valued customers with added assurance. The system’s automated approach to email retention ensures that only essential and compliant data is preserved.
“This operation aligns perfectly with the guidance provided by the Italian Data Protection Authority, which recommends that employers limit the retention of emails by adopting automatic deletion systems and ensuring that their retention is supported by valid reasons.”
— Mauro Caviola, Head of Information Technology at Banca d’Alba
This implementation underscores Banca d’Alba’s proactive approach by establishing it as one of the pioneering Italian banks to systematically address the electronic mail management issue in accordance with current regulations. This positions the bank at the forefront of not only Cooperative Credit Banks, but also all Italian banking establishments.
Through the adoption of clear policies and advanced digital storage systems, this solution ensures that Banca d’Alba now maintains a secure and compliant corporate communication environment that answers to the demands of the contemporary business landscape.
The accomplishment of this project lead to the continuous collaboration between Banca d’Alba, STORViX, and Archivium to ensure the ongoing success of the bank’s email management system. This includes staying up-to-date with evolving GDPR regulations and adapting the solution as necessary to maintain compliance.