All organisations must decide what they will do to address old email messages. On any given day, employees will be constantly sending as well as receiving emails containing important information that their organisation might need to access later on.
Many companies see email archiving solutions as a way of addressing this issue, because they allow emails to be saved as well as easily accessed in case of an emergency.
A business email archive‘s ability to store, search and retrieve specific content provides significant benefits, such as…
Storage of Intellectual Property
It’s no secret that businesses rely heavily on email. Being the main form of communication used in an organisation, you can bet that a heap of intellectual property is stored there. And of course, this database is constantly growing.
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Instead of having a file cabinet full of papers and records, a secure enterprise email archive with quick search and retrieve capabilities will allow you to sift through the data in seconds to find what you need.
Preparation for Legal Discovery
Massive amounts of email messages as well as the data contained within them may be needed in case of an investigation. For this reason access to employee emails is an obvious necessity which applies to current as well as historical employees.
IT News Africa reported that businesses are faced with the challenge of delivering on-demand access to the masses of data generated and shared every day via email to those who need it.
“When users can’t access this information when they need it, they can’t do their jobs. Their productivity is hampered. For business continuity, cloud-based email archiving systems must be integrated and they must give users direct access to new and archived email. It’s become expected,” said Dries Moriss, Operations Director at Securicom, a specialist IT security services company.
When an employee leaves the company, how will you access their past emails?
Mining of Customer Insights
Businesses frequently need to mine their email archive for historical customer insights. At times it’s discovery-driven, because they urgently need to retrieve contracts, agreement and relationship communication, and promises made by sales representatives contained within email. At other times it’s to support internal initiatives, such as being able to file and easily access customer data. In any case, the ability to access these old emails and cherry-pick the information contained within them is crucial.
Cloud Email Archiving and On-Demand Access
Although an enterprise email archive is a good way to store data, they aren’t useful unless users can easily access old files. This is why more and more businesses are looking to the cloud for answers. Email archiving in the cloud is not just about the ability to store data, it’s also about continuity and on-demand access.
There are alternatives to cloud-based archiving, such as:
- Applying data limits to employee mailboxes. Slimming down email data quotas is a common way of dealing with the issue of big data. Businesses put a limit on employee inboxes, forcing them to delete unimportant emails while retaining the rest. However, it’s not ideal to leave that up to your employees’ personal judgement. What if your employees make the wrong decision and delete something you need in a future dispute?
- Restoring from tape backup. This is the traditional method of retaining business information. However, searching through tape backup is extremely time-consuming. Also, SOURCIT reported that nearly 50% of tape-based backups (or backup systems) fail to restore correctly. This failure can be expensive. In fact, a Price Waterhouse Coopers survey calculated that a single incident of data loss costs businesses an average of $10,000 to try and restore the data.
- Keeping historical employee mailboxes on your server. The problem with this is it takes up valuable storage space and resources. The smaller the server footprint, the quicker it will be to rebuild in the case of a disaster. It really depends on whether an organisation has a big enough IT infrastructure. If you can responsibly maintain its security, compliance and eDiscovery functions, on-premises archiving may be a worthwhile option.
Cloud email archiving solutions provide the on-demand access you want to all email communication.
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