Why do we archive emails

The email archive system also acts as a knowledge repository that provides access to powerful knowledge management tools including advanced search techniques, email sorting, content retrieval, keyword searches and other tools that help to make the business more productive. Using an offsite email archiving solution reduces costs associated with IT maintenance. This is especially true if you choose to archive email messages with a third party such as a cloud service provider.

You pay a low monthly subscription while the cloud provider maintains the service and security. This allows you to use the cost savings for other important business initiatives.

Email archiving also helps with business continuity when your personnel changes. If you hire new employees, they can easily search the archive for useful information they otherwise would have missed out on. It also helps new employees to become familiar with customer history which helps them provide better customer service.

Instead of archiving emails using a manual process, the email indexing is automated. This prevents the end user from having to waste time managing large amounts of data which is probably not their responsibility in the first place. It also ensures the data is managed from one location which reduces the chances of accidental deletion or loss due to lack of a backed up device. Using an email archiving solution helps to free up time for your staff which allows them to be more productive.

It also makes your organisation more efficient as a whole. Email archiving allows your organisation to store critical business data for the long term. This means reduced costs when it comes to development of a disaster recovery plan.

When you consider all of the important content that passes through incoming and outgoing email messages on a daily basis, what would happen if there is an outage as the result of a disaster? With an email archiving solution you never have to worry about data loss.

Plus, your business can be up and running again within a relatively short period of time. In addition to being aware of the key reasons to archive your emails, you should also be aware of the different approaches you can take to preserve email communications. There are basically two types of strategies for archiving your email content. The on premise solution archives emails on a server maintained by your organisation.

This solution is often used by businesses concerned about data control and confidentiality. A cloud email archiving solution is more cost effective since the service provider worries about infrastructure maintenance and security.

Most cloud service providers must meet specific security compliance requirements before they can offer archiving solutions and undergo a routine audit to retain their compliance certification. This makes confidentiality less of an issue and saves on the costs of maintaining an in-house infrastructure. Regardless of the solution you choose, keep in mind that the solution must offer advanced search tools that make it easy to search and restore archived emails.

But what if you'll need those messages sometime in the future? For important messages that you want to keep filed away, use the archive feature of your email client. What does it mean to archive an email? Archiving mail messages is one way to organize your inbox by moving unneeded but essential messages to a special folder called an archive. When you store messages, those emails no longer appear in your inbox.

Still, those messages are easy to find and simple to move back to your inbox when you need them. What is an archive in email? An email archive is a separate folder that's listed in an email client along with other folders, such as the Inbox, Sent, Drafts, and Spam folders.

This folder is like a file cabinet where you store messages for safekeeping and future reference. Start deleting your backlog of emails to get servers back up to speed. With email archiving, those deleted emails will always be accessible at a later date should you need to obtain them. Legal Holds A legal hold enables you to retain emails for longer than the standard retention period, Email archiving enables you to place a legal hold on any emails that pertain to litigation suit, as well as can also capture in real-time any emails that relate to current litigation.

Business Continuity To continue doing business in case of a major disaster, you need access to key services and data.

Email is one of the key pieces of data. You can continue with the ongoing business by accessing the recent emails.

Disaster Recovery If your computer is destroyed or your server goes on the fritz, email archiving protects your valuable email messages from corruption. In the event that your laptop is stolen or misplaced, you will have access to all your emails which are secure in the email archiving solution.

Auditing Ability Regular auditing enables businesses see who is deleting, looking at, or changing specific emails. With an email archiving system, you can adequately review emails for particular activities and behaviors. Corporate Email Policy: Implementation and Monitoring Stay abreast of internal and external digital communication happening within your company by using email archiving to implement a sampling process. Business Intelligence Email archiving enables you to access some of the most essential information for your business via a simple search, such as which sales associate has the best contacts with one of your VIP clients or which employees provides the best customer service experience to your clients.

Centralized Administration Email Policy If your company has an internal code of conduct or policy against sharing sensitive information, an email archiving solution can provide tools to monitor employee emails and redact personal information from sensitive documents.

Right-to-know Requests If you are part of an agency that is required to respond to right-to-know requests, an archiving solution will enable you to respond to these requests rapidly, saving you time and money. You should contact your own tax or financial professional to discuss your situation.. Business Tech. Marin Perez. Learn more.