What solutions exist that would allow for a member of our management or executives to be able to create a snapshot of an email account? Currently, if an employee is under investigation, our exchange admin creates snapshots from certain points in time (multiple points to capture possible deleted emails) and then puts the pst files on a disk for our legal and/or HR department to investigate. So my questions is, is there a solution that would allow the legal/HR to get these captures themselves AND have these captures documented (who, what, when, etc)?
If this is an ongoing concern with your company, you may want to look into a message archiving solution. Companies that are under federal compliance orders (like those that do financial management etc) send and receive emails via an archiving solution.
The solution is WORM (Write Once Read Many) compliant in that anything in or out is recorded for future review and can never be deleted. Certain employees are made overseers or admins and can review emails of all employees. Some systems can be set to notify the reviewer if an email meets certain criteria (like sent to a particular domain or having a phrase like "Great buy" "Good deal" etc)
Seems like this may be an option for you.
Good luck!
-=Art=-
Look into Microsoft Exchange Server Archiving, if you are running Exchange 2010.
Can store every single message for flagged mailboxes, irrelevant what is deleted. Lots of options.