Email Archival: Perfect Solution to Protect Your Corporate Privacy

Email Archiving

Most businesses today deal with the challenge of archiving different types of data. The email data must be treated and processed differently in comparison to the other digital data, as per the industry norms. Nowadays, there are many email archival solutions available in the market to manage mails. One such solution that is gaining popularity is the email hosting services, which have been specially designed to manage bulk mails. The information that corporate people exchange is highly confidential and sensitive, hence it is imperative to choose a system that can store the mails without compromising on the authenticity of the data. In the current scenario where there is a sudden surge in the number of industries, there is a dire need of an efficient email archival solution.

Advantages of choosing email archiving

1. Faster Information Access

Email archiving solutions create a framework, which makes reading, writing and searching through large archives fast and easy. Businesses which do not use specialized services often have to resort to other ways in order to store the files. The use of right application allows the user to access the stored information across a network, which has been stored for months or longer.

2. Flexibility and Agility

Email hosting services, which use virtual storage platform, provides flexibility. These services provide the company an ability to dynamically change or upgrade the location of the archive to meet the growing needs of the business. Furthermore, these services will help the user to save space by aggregating the mails in an organised way and eliminating the redundancy. 

3. Security

One of the practical benefits of using the email archiving solution is the security. Services, which are dedicated to the email archiving, ensure that confidential information contained in the mails are not tampered or mixed with the client data or any other external information that might get exposed to unauthorized users. Additionally, these services isolate the drive or devices to be used store the information physically. This eliminates the possibility of wrong updates due to human error.

Need of archival system

Every mail carry considerable amount of importance for business professionals and associates. One needs to save these mails because one might need to refer to them any time. It is impossible to manage these mails manually hence an email archiving system, which preserves the mail in a way so that they can be easily tracked down. It is advisable to consult the professionals who are providing the services. Last, but not the least for sure, one must compare the rates offered by different email archiving service providers, so that you get the best deal available in the market.

Email Archival Solution: Protect Your Information

Email Archiving

Email archiving is the process of directly capturing emails when they are being sent or received from the client. These mails can be saved on the hard disks to be used for reference at a later date, instead of having online access of the same every time. Most companies try to limit the amount of data that can be stored in the form of emails. Depending on the job profile, limits are differently allotted to employees. Storage in the form of PST files increase chances of data loss or corruption on hard disks. With the help of an email archival solution, it is possible to access mails on mobile devices and also while being offline. It must be noted that mails can be lost when one forgets to create a back up, but an archive search tool can help in locating the same. If deleted by mistake, it would still be available in the archived folders. Archives are usually set for deletion only after a certain period of time.

Advantages of choosing email archiving

A reputed email hosting service can provide archival solutions if asked for. Header information such as about the sender, receiver and message contents is stored by the email archival solution. Certain advanced versions of these solutions can even search for data in attachments, which would save a lot of time for any business. In some companies, access to archives is only available with account administrators, while others allow employees to go through complete mail accounts. Email archiving can also prevent mails from becoming viral. If there is some derogatory information about employees that is to be conveyed to a particular manager, then archiving would prevent it from being leaked on sources such as social networking sites. Some archiving solution providers can store all mails within a tamper proof space, so that no alterations can be made.

How to select the right email hosting service

For selecting the necessary email hosting service, company management and the I.T. Department need to keep the requirements of a company in mind. For example, businesses which require litigation-oriented information would need to address e-discovery and legal holds. Companies addressing performance management would give importance to the end-user experience. As per statistics, litigation-related e-discovery makes the greatest use of archives. Some companies would look for on-site hosting while others would choose local hosting, depending on the nature of information being shared. One way of using emails could be transitory, where communication constantly takes place between different entities, while the other could be repository, which would need storage space. Therefore, one can say that email archiving helps in preventing confidential information from being shared with an inappropriate party. The I.T. department can always maintain track of different mails being sent, which would protect a company's reputation in the long run. 

Benefits of Cloud Based Email Archival Solutions?

Email Archiving

Cloud based email archiving services enable a business to accumulate, store and monitor the data, which has been exchanged by users. It was earlier believed to be a concern for the top notch industry players, however lately it has been adopted by almost every organisation in the world. An effective archiving service offers several advantages to a company in order to secure its important information and intellectual property.

Email archival solutions significantly reduce the investment, time employed and employee bandwidth, which are all required to fulfill the industry demands. In order to meet the legal requirements, these services also help companies to implement the corporate email policies. Besides, as the volume of emails increases exponentially, this service ensures that the communication is safe in case of system dropout. Mail archiving provides inbuilt business continuity, which ensures that the operations of a business do not get affected if the mail server fails.

Another key USP of email archiving is that it helps in simplifying the mailbox management and reduces the cost of storage. It also allows the IT team of a company to eliminate the NSF/PST files. This service brings down the burden on servers by creating backups and restores more effective. It also significantly enhances the overall performance of the server. The cloud based archiving solutions take care of several business needs, which are required for hassle free operations.

The service providers of such solutions charge nominal rates by offering several schemes, enabling individuals to select a one depending on their requirement. Email archival solutions also do not demand any expense on the purchase of software and hardware. Owing to this completely managed service, the IT staff of any company can concentrate on other important objectives of the business, instead of maintaining the systems requirements to run this process.

These solutions does not matter the field in which the business has been running or the number of employees operating the process. Rather industry experts believe that if a company is not executing these services, it is at a risk of countering severe legal sanctions or massive e-discovery costs and losing the important data or running low on storage space. With the help of offering a searchable, secure and centralized repository for email, an archive service can look for a complete range of legal, storage and business challenges.

Nowadays, availing email hosting services has tuned out to be a key requirement for any enterprise, if its operations are mainly managed by the emails. Availing such services assist individuals to deliver quick replies to their clients’ emails that somehow lays a positive impact on the efficiency of a business. But, selecting a suitable service provider can be little tricky as a large number of options are available in the market and it depends on the user, which among those suit his requirements best.

How is email archival solution beneficial for my business?

Email Solutions

Over the past decade, electronic mail or email has become an inevitable part of the business workflow. Everything of an enterprise’s business survives somewhere in the email. The growth of email has raised concerns pertaining to security and storage of data and further, businesses are under obligation to maintain email records for years together. Today, a large number of business organizations are opting for email archival solutions to address issues such as legal and storage management issues. More businesses are now using archiving for disaster recovery and for monitoring employee communication. The following article explores the benefits archival email hosting and why it is important for organizations.

Benefits of Archiving Email:
There are many reasons to why an enterprise archives email messages. The reason could range from regulatory compliance to business benefits, from litigation support to knowledge management.

Compliance: The major drivers behind the increasing demand for email archiving are the various state and federal regulations.

• Some of the regulatory acts include the Sarbanes-Oxley Act (SOX), Financial Industry Regulatory Authority (FINRA), Gramm-Leach Bliley Act (GLBA), and Freedom of Information Act (FOIA).
• Today, more than 10,000 regulations exist in the world.
• Businesses are compelled to retain their email records like any other corporate records.
• Failing to keep with the regulations, a business could face severe penalties including enormous fines or even criminal charges.
• For example, in 2006, Morgan Stanley, a leading global financial services provider, was fined $15 million for failing to produce emails to the Securities and Exchange Commission and for misleading the SEC investigators.
• With a regulated archiving system in place, emails can be checked for compliance and retained for a long time based on the email content.
• These regulations reduce the risk of exchanging inappropriate content.

Litigation: Litigation process involves data retrieval for issues such as human resource concerns, regulatory compliance, and client correspondence validation to name a few.

• An enterprise that fails to submit the requested information can be found guilty of spoiling data.
• According to a recent data, nearly 66 percent of IT companies have referred email archives to support their firms in legal cases.
• In addition, 63 percent of IT companies have been ordered to produce employee emails by a regulatory body.
• Storage and Optimization: Email archiving provides an effective and permanent solution to email messages while clearing up resources on important servers.

Backup and Disaster Recovery: Loss in large volumes of emails is a business disaster. To protect against severe loss of email, email archival solutions enable enterprises to restore their email systems.

Storage Management: Storage management has always been a major issue with organizations.

• Corporate email traffic doubled between 2005 and 2009, messages increased from 65 billion to 120 billion.
• An archiving system automatically offloads data and improves server efficiency.

Knowledge Management: Vital content of an employee is maintained even when the employee leaves the firm.

Email hosting solutions have become the best record keeping format for electronic communication which organizations now find invaluable.