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.