Four Reasons Why Email Archiving is Important for Business?

According to Osterman research, around 75% intellectual property of companies is contained within the email and messaging systems. This makes email communication an important property that must be conserved for future use and reference. Here are a few more reasons why email archiving is important for businesses.

1. Storage Management

As mentioned earlier, storage of intellectual property and important data is critical for every business. Storing all data on live servers has its disadvantages as you would sooner or later run out of space. Also, too much of data on a live server would hamper its performance.

Storage management is not only about storing data or storage space. You also need to look at factors like centralizing data that would make a quick search and access possible. When you use archiving solutions, important data is archived which can be readily accessed through web interfaces whenever needed. This also reduces the load on the live email server.

2. Knowledge Management

Accidental deletion of email is a common thing, and many times you have to request the administrator to restore the deleted mail. What would happen if the mail could not be restored due to some reason? It can be a terrible thing that could lead to other things like the inability to respond to a customer query, being unable to process an order or payment or several other things.

An email system contains lots of important data like communication with prospects, customer purchase history and communication, and communication with a business partner. It also contains information like contact information, appointments, and information about tasks generated by each user.

In simple words, the email system holds a digital heritage that needs to be preserved. Archiving solutions enable organizations to achieve all these objectives.

3. Regulatory Compliance

Businesses need to meet compliance standards set by the government which requires organizations to keep all records and pertinent data in a manner that allows retrieving of data quickly. All records need to be original and immutable and replications. Also, organizations need to ensure the integrity of the records maintained.

Simply put, the electronic communications should be stored in such a manner that no user can access and modify/compromise stored data. Archiving solutions are capable of offering such functionality that ensures businesses meet regulatory compliance.

4. Litigation

Today every business should be ready to face any litigation. Archiving of emails helps in eDiscovery which is important in the litigation process.

eDiscovery is a process where electronic documents including mobile data, email communications, social media content can be located, sought, searched, and secured with the primary objective of using it as evidence in the criminal legal case.

An archiving solution can store, index, search and enable access to relevant content while protecting the authenticity and integrity of the stored data.

In addition to the reasons above, email archiving can also provide organizations with two additional capabilities – monitoring and analytics. Thus, it goes without a saying that archiving email can help business thrive and keep important communications protected.

Do you’ve any questions?

 

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/.

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