5 Reasons to Use Email Archiving in Your Organization

07/04/2011 18:02

Over the past years, email has become an integral part of the business. It is often the initial and subsequently primary mode of communications between your organization and its customers. Osterman research confirm this as they report 75% of a company's intellectual capital is held in messaging systems. This means the way email is managed is highly important for business continuity.

So just for a moment, imagine the impact of losing one important customer communication email thread. That possibility is the basis for the case of adopting an email archiving strategy for your organization. An archive is a repository, usually stored separately from your primary systems, for the express purposes of disaster recovery and data retention.

Below are five reasons why you should archive your email:

  1. Compliance

The new regulatory environment is currently made up of 10,000 local and international regulations which mandate retention for employee and financial data, usually segmented by industry. Compliance is based on data permanence, security, and auditability, and severe penalties have become a major driver in the adoption of email archiving solutions.

  1. Litigation Support

Lawsuits have become commonplace, and the possibility your organization might face legal charges is always there. During an eDiscovery process, where records must be produced, having an email archive can ensure you have this data at hand and that it may be retrieved in no time.

  1. Storage Management

Nearly one in four companies experience storage management growth in excess of 25%, largely attributed to email and attachments. While setting email quotas can limit this growth, employees would have to either delete emails which might be needed in the future to meet compliance or business requirements, or store them in cumbersome PST files.  Archiving stores email messages in a compressed format, freeing up precious hard disk space and improving messaging server efficiency.

  1. No need for PST files

As mentioned in the previous point, because employees try to stick with the email quota set by administrators to solve the issue with storage, they either delete emails which might have been needed in the case of compliance and/or for business purposes, or they make use of PST files. In this way the issue of storage is still there but just moved from the sever to the network share. Using a solid email archiving solution means employees do not have to worry about saving their email in PST files as their message contents and attachments are automatically extracted from both incoming and outgoing emails, indexed, and stored in a read-only format, accessible in a centralized archive.

  1. Knowledge Management

Today's email systems have become the organization's corporate knowledge repository. The documents and communications they contain are vital business information that increases user productivity. An archiving system enables easier management with advanced sort, search, and retrieval functions.

These reasons provide a compelling case. Because of the legal support, automated compliance and regulatory management, cost savings, and productivity gains, email archiving benefits end users and management equally.


Additional Reading:

Even more reasons to stop using PSTs

This guest post was provided by Veronica Henry on behalf of GFI Software. GFI is a leading software developer that provides a single source for network administrators to address their network security, content security and messaging needs. More information: GFI ema il archiving.

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