Email archiving is the process of storing all incoming and outgoing business emails in an indexed, easily retrievable, read-only format. Archiving has become a critical component for business operations as a record of all email correspondence - which is now an accepted form of evidence for having something in writing, should it be required at a future time.
There are several reasons for businesses to have email archiving in place and in many cases it will be for regulatory compliance and for a record of all emails that cannot be edited by management or other staff members.
Apart from the compliance factors, there are other significant benefits of email archiving systems. These include:
• The ability for all users to maintain every email they have ever sent or received without compromising the performance of the underlying email platform.
• The ability to perform very high performance searches against a business’ lifetime storage of emails using sophisticated queries.
• The ability to easily provide key individuals with controlled and rapid access to emails across all mailboxes.
Dedicated hardware and database software have usually been required for traditional archiving systems, making it a fairly expensive solution and time consuming for IT staff or business owners to maintain.
There are now some very good alternative cloud based archiving solutions that provide reduced costs, scalability and powerful features that reflect the changing needs of businesses over time. Another obvious advantage is the avoidance of needing the additional on-site hardware required for traditional systems.
The best cloud based email archiving services will include an integrated approach to managing email. There are providers of archiving solutions that will assist with managing email archiving and anti-spam as well as capabilities to centrally manage and deploy email signatures and legal disclaimers.
There may be worries about security and the service provider accessing sensitive company information or even security breaches whilst data is in transfer between the business and cloud provider. Reputable hosted email services will have several layers of security for their services and with a little time researching providers, their security and privacy policies should be easily accessible. Knowing exactly what security measures service providers have in place is an essential part of deciding to take on a cloud service.
As a whole, cloud based email archiving can offer many advantages over traditional systems that can simplify email management. We strongly recommend that businesses consider this solution when looking at ways to increase efficiency of managing their email.