Every good thing comes with its own challenges. Similarly, the sheer growth of email usage has also created storage and security problems which has made it hard to maintain the email records for a significant period such as for a number of years.
Email archiving is the solution forward that allows businesses to reap benefits provided by email and also overcome challenges related to safety and storage of email records. Having said that, let’s take a look at a few reasons that show the importance of email archiving for businesses.
1. Storage Management
According to a study, one in four businesses experiences increase in demand for storage by 25% annually. This significant increase in storage requirements is mainly due to increased use of emails in the corporate world. Email systems create a lot of data that can be stored anywhere. But easily accessing, searching, or querying stored data can be a difficult task.
Using a third party email archiving solution can greatly reduce storage requirements by allowing businesses to implement inbox quotas for each user. The system can give access to archived content through the web-based user interface.
2. Knowledge Management
Email systems hold large amounts of useful information that is important for a business. Accidental deletion of the data can happen at times and it can be difficult to recover deleted data. This is why archiving mail becomes important. Email archiving protects the content produced by employees and also safeguards business interests by securing information stored in emails.
3. Regulatory Compliance
All businesses irrespective of the sector have to face some level of compliance regulations that require them to retain and produce records before regulatory and government authorities from time to time.
And failing to produce such when asked for can lead to penalty of legal issues. For example, leading accounting firm Morgan Stanley was fined $15 million by SEC (Securities & Exchange Commission) in 2006 due to delay in presenting the emails.
4. Data Security
Businesses should safeguard data to comply with the regulatory laws. So, businesses need to ensure the data must be maintained in an original state; with no alteration or deletion.
Keeping the data in email systems can lead to unauthorized access or can lead to accidental deletion, alteration or corruption of the data. Email archiving removes the data from live email servers, stores it separately without affecting the availability of the data to authorized persons.
5. Litigation Support
Email archiving also prove to be useful in litigation process. In the litigation discovery process, both parties have to present information that is relevant to the case. The company which gets the litigation recovery request is required to search its records and submit all requested information in a timely manner. So, without email archiving solution in place, it will be difficult for any company to quickly respond to litigation discovery requests.
Securence is a leading provider of enterprise email filtering software that offers email protection and security services such as cloud email security, email encryption , email archiving and continuity solutions to small and large businesses. To learn more about our email filtering solutions, visit Securence.com/solution.