Cryoserver Email Archiving Appliance Blog

LONDON – “My company doesn’t need an email archiving appliance and system because it isn’t subject to laws that govern data storage.”

This is a statement we hear every now and again in our line of work. But it’s important to understand that archiving solutions are capable of serving a variety of purposes that go beyond compliance, says Robin Bingeman, of Forensic & Compliance Systems, the makers of Cryoserver email archiving solutions.

“Even if your company is not subject to any specific legal requirements that address the need to keep an electronic archive of all emails sent to and from your organisation, there are other benefits to be gained from having compliance solutions in place,” Bingeman says.

One reason is that your company or organisation might want to protect itself against general legal risks or customer complaints. Having a copy of customer complaints that cannot be tampered with can help ensure those complaints are accurately addressed.

Organisations that have no legal requirements to do so often cite increased staff efficiency and green IT as benefits of maintaining an email archiving system, particularly when that system is cloud-based, which is one of the options offered by Cryoserver.
Businesses these days are more focused than ever on deriving maximum value from IT staffs and budgets. Companies want to do more with fewer resources and less cost.
That means cloud computing and software-as-a-service continue to increase in popularity. Companies can replace on-premises licensed software with SaaS applications to lower ownership costs.

“As a result, the cloud-based SaaS marketplace is growing by double digits, from $6.4 billion in 2008 to $14.8 billion in 2012,” according to recent analyst findings.
Outsourcing non-strategic functions also promotes green IT because it cuts onsite power and resource consumption when IT functions are handled in the cloud.

Technical benefits also exist when an email archiving system is in place. For example, this system will protect your company from data loss. How many times have you known a specific email existed that contained need-to-know information, yet you couldn’t find it in your Sent folder?

“Those days of frustration are gone when you have email archiving in place,” Bingeman says. “A simple search will locate your email in mere seconds.”

Archiving makes it possible for emails to be deleted from the mail server’s mailboxes, which creates lower server workloads, he says. Mailbox quotas also can be eliminated. In the event that servers fail, an email archiving system provides access to information that is critical to your organisation.

What company couldn’t use an increase in employee productivity? Employees don’t waste precious time searching for documents attached to emails, or emails that contain valuable information when they can perform a quick search to easily locate their sought-after information. Also, it bears mentioning there are psychological changes that tend to take place when employees in an organisation are aware that every single email they send and receive is maintained in a tamper-evident repository.

“Our clients have seen that the personal emails that eat away at productivity tend to diminish once an email archiver is put in place,” Bingeman says. “Employees are more likely to discourage personal emails, jokes and other frivolous forwarded emails.”

So even if you aren’t required to do so by law, you may find that having an email archiving system in place will provide a great many benefits to your business.

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