Email Archiving – Five Reasons Your Business Needs it
Whether it’s communicating with clients or partners, email is the most used communication tool by businesses. Email communication contains critical information that needs to be preserved for various reasons. The answer to this problem is email archiving. Here are the top five reasons why you need to archive email communication.
1. Protect Intellectual Property
Intellectual capital is one of the most important assets for every organization. The knowledge of how plays an important role in the company’s success. At a time when most business communication is done through email, securing and retaining the conversations, files, and contracts becomes very important.
Electronic mail archiving solution can protect the integrity of your data and also secures its access. Companies offering archiving services use industry-leading protocols and safeguards like WORM-compliant immutable storage to safeguard your email communication.
eDiscovery is an important tool for businesses. It enables organizations to search, locate, access and produce electronic records for audits, litigation, and record requests. No matter what email system your organization uses, it does not provide eDiscovery features by default. Archiving email gives your organization a way to perform eDiscovery. Relying on your email system alone can make thing difficult for your organization if your company is involved in any litigation or legal issue.
3. Regulatory Compliance
A dedicated email archiving solution can help your organization meet various state and federal regulatory compliances. For example, all companies need to comply with the Sarbanes-Oxley Act which requires organizations to store business records for “not less than five years.”
Similarly, there are various other acts and regulations like Federal Rules of Civil Procedure(FRCP), Health Insurance Portability and Accountability Act(HIPPA), Financial Industry Regulatory Authority(FINRA, Freedom of Information Act 2000 (FOIA) that require businesses to store business records for longer periods.
4. Improve Mail Server Performance
One of the reasons for degraded performance of email server is the mailboxes become too large. The mail server performance can be improved by de-cluttering email inboxes and reducing the amount of data that the server needs to process.
Archiving of email communication shifts the older email communication to the cloud thus reducing the data in mailboxes. The archived mail is stored securely on remote servers and can be easily accessed when needs arise.
5. Business Continuity
Organizations need business continuity solutions to ensure business operations remain unaffected by any natural disaster or software/hardware failures. Majority of the service providers also offer business continuity solution as a part of mail archiving services. In the case of a network outage or natural disaster, employees can continue to send and receive mail from a web-based console.
Data is important for every business. Email archiving is an easy way to handle email communication and deal with storage issues while enabling easy access anytime.
Do you know any other reasons for archiving email communication? Do you’ve any questions? Please feel free to leave your comments below.
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 know more, visit https://www.securence.com/blog/.