The Benefits Of Email Archiving
The Business Benefits of Email Archiving
It’s important that businesses deliver a good email service for their users, but the amount of emails stored puts pressure on tight budgets and restricted storage capacities. That’s why it’s vital that companies should turn to email archiving solutions to reduce the size of email storage required, which drives down costs of buying new hardware.
Let’s look at the top reasons why businesses need an email archiving system.
1. Storage Management
Email servers are constantly being filled, which slows down the speed and performance of the server, especially if certain employees refuse to delete emails. Email archiving solves storage issues by placing all email messages in a safe place. Deleted emails are copied and stored in the archive for retrieval later if required.
2. Eliminates PST Files
Saving your archive on PST files puts the data at risk from corruption or loss, takes up a huge amount of storage and is difficult to search through. PST files can be imported into the archive for easy access and retrieval, so you never have to use those files again.
Litigation usually requires the procurement of email correspondence, with some needing information from several years ago. An email archive offers great litigation support, as it can retrieve past emails with just a few clicks, so you don’t have to sit and go through thousands of archived messages.
4. Regulatory compliance
Every industry is subject to regulatory compliance in relation to the storage and retention of emails. Email archiving software ensures you comply with all of them.
5. End-user Oversight
Employees cannot dictate which emails to delete and which to keep, as they could delete essential information or clog up the server. An email archiving solution stops potential end-user oversight.
6. Knowledge Management
Most in-house communication is likely to take place over email, giving you a gateway to a complete library of knowledge about the company. Having an archive ensures you have quick access to employee and client communications.
An eDiscovery request takes time and resources from other important tasks if you don’t use an email archive. You can tag and comment on specific emails in an archive, making them easier to access for legal counsels.
8. IT Productivity
Email archiving stops IT professionals wasting their time on mail server storage issues. The archive takes care of the problem for them, allowing them to work on creating bigger and better things for the business.
9. Legal Holds
With a legal hold in place, you can retain emails for longer than a standard retention period. An archive allows you to place legal holds on emails that relate to a litigation suit – it will also capture real-time emails that relate to current litigation.
10. Businesses Continuity and Disaster Recovery
An archive can protect all valuable emails from corruption, in case a major disaster takes place. Whether a laptop is stolen, or the entire system is hacked, emails are protected. In the event of a disaster which takes down an entire system, recent emails can be accessed to ensure you get back to work faster.
An admin of the archive can look at who is deleting, browsing or changing specific emails. An email archiving solution allows you to monitor certain activities and behaviours.
12. Monitoring Email Policies
With an email archive, you can monitor employees’ use of emails to ensure policies are being carried out. If the company has a code of conduct or policy against sharing sensitive information, then an email archive can provide the tools needed to redact information from sensitive documents.
An archive offers users a tamper-proof search and retrieve solution, that even the IT department couldn’t alter. It also contains an action log which records who viewed what and when.
14. Freedom of Information Requests
If your company is required to respond to freedom of information requests (FOIs), an archive enables you to respond to requests quickly.
15. Protect Your IP
There’s a possibility that emails contain your intellectual property which employees are unaware of. Without an email archive, you could lose valuable IP through accidental deletion. An email archive keeps IP safe and verifies that information in emails belongs to the company and not the individual who sent or received it.
16. Email Archiving Saves You Money
With a streamlined process for handling emails, responding to FOI requests and addressing any storage issues, you can save money with one excellent solution.