According to Osterman research, 75% of company’s intellectual property is stored in emails. Since emails are even used as legal business documentation, it is necessary for businesses to retain these records for operational or compliance purposes.
But, maintaining email records is not an easy job as it sounds. Anyone having access to your email server can intentionally or unintentionally delete the records. And the only way to keep the email records safe is archiving them. Here are a few more reasons why your organization should seriously consider email archiving solutions.
The primary benefit of archiving mail is reducing the load on the mail server. Email systems create huge volumes of data and decreasing storage space is always a big problem. Also keeping all emails on live servers doesn’t help as quickly searching and accessing the data in email is next to impossible.
Storing huge amounts of data on live email server degrades its performance. If the email server crashes, it will take long time for IT department to restore the email data and server back to normalcy. Also, you need to maintain a backup of emails to restore them after a server crash.
Using an email archiving solution helps as older emails that are not of much use in operations can be moved to the non-productive environment. This means the live email server has to manage smaller inboxes which help in enhancing its performance.
Severe penalties and stringent controls force organizations to take regulatory compliance more seriously. According to an industry report, Morgan Stanley was fined whopping $15 million in 2006 by Securities and Exchange Commission as the company failed to provide emails demanded by SEC investigators. This case highlights the tough stand legal bodies and government agencies can take if organizations fail to provide email evidence when required.
One of the reason for archiving mail is the litigation environment in which organizations have to function. Companies are required to submit information related to the case whenever courts demand it. Electronic documents play an important role in litigation cases as they serve as a record that can be used in a civil or criminal case.
Email archiving system can store, index, enable and export search related content while maintaining the integrity and authenticity of the data. This ensures organizations can access and present this data as evidence in courts whenever a discovery request is made by the legal authority.
Email is a digital heritage of organizations that contains records of task, contact, appointments generated by each user. It contains vast amounts of useful information that is vital to business and also makes the user productive.
An email archiving solution can provide you right knowledge management tools such as email records indexing, sorting, advanced search and information retrieval tools that enable the organization to use the knowledge in email communication in the most effective way.
Looking at the importance of emails and data it holds, companies need to consider email archiving solutions that ensure the digital wealth of information is preserved and remains accessible in hours of need.
Do you know any other benefits of email archiving? Please feel free to comment.
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/solution .