Enterprise Email Archive

Email has become a central part of all businesses’ communications, and emails now contain a majority of internal and external business information and intellectual property. Email has also replaced many legal business documents and a lot of communication traditionally conducted by letter. With this in mind we present 5 key reasons why you need an enterprise email archive

#1 Intellectual Property

Email now contains 75% of a businesses intellectual property. This means that large portions of your company’s unique selling points are contained in your company emails. Making sure that these are secure from those who might misuse the information and accessible to those who need it on a daily basis is a key feature of any email archive.

#2 eDiscovery

Should a dispute arise it is legal for the opposition in court to request access to old emails. Supplying the information too late, or completely failing to supply anything can result in heavy fines. The penalties can be quite severe and vary depending on the charges. Fines in this case will be brought on the grounds of “spoliation” which is used in legal terms to mean the improper destruction of evidence.

No matter how old your information is, you must provide it when requested. This is where an email archive becomes essential for finding items quickly. The associated costs of finding emails without an organised archive can mount rapidly.

#3 Cost Savings

Enterprise Email Archiving has the potential to drive down IT costs by freeing up your IT team to use their time on more important and effective tasks. However, the savings depend largely on whether you wish to host or outsource your email archive.

Hosting an email archive can be excessively expensive, as it requires the initial up-front investment of building the system, creating security procedures to protect the new archive and knowledgeable staff to run it.

By outsourcing you can defray a lot of the costs. Your data is stored and managed by skilled professionals whose sole task is to keep your data secure from threat and accessible to those who need it.

#4 Storage Management

Email archiving means that businesses no longer have to limit their mailbox quotas and install new storage when they have reached their limit. This can also present an issue when users are forced to delete old messages to make way for new ones, an act that is immediately construed as “spoliation”. It is also possible that employees will stop accessing their mailbox because they are unaware it is full and hence miss out on important information.

Ensure that your enterprise email archive is capable of auto-archiving, compressing and centralising emails. PST files can cause trouble in regards to these features as they may need manual archiving and they can also take up a lot of disk space and be extremely difficult to navigate.

It is important when you choose your enterprise email archive vendor that you find one who offers unlimited storage so that disk space is not a concern. They should also offer you the opportunity to pay only for the space you are using.

#5 Email Compliance

Email Compliance applies from employee and client records to inter-organisational correspondence and company financial documents. Your business must be able to show that:

The court can request personal emails when deemed relevant to an investigation, though this generally only applies to emails relating to business activity, while SPAM and other personal emails are typically excluded.

If you would like to learn more about the email archive options available to you please download our free eBook by clicking on the button below.