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Email Archiving Solutions and their Advantages
Emails form the communication lifeline for most companies today. While it is important to store important email communication for future reference, it is equally important to have adequate methods which help in accessing and retrieval of this email. Email Archiving helps with this. It is a systematic process of capturing every email that hits the mail server, and based on a specific set of criteria, these emails can be easily made accessible at a future date.
Most companies backup their important data, including emails. We are all aware that the Microsoft Exchange server is mostly used as an email exchange server. However, merely backing up emails is not enough. It is important to have a proper mechanism to store, discover and retrieve individual emails quickly. Email Archiving is the solution. While backups only secure data to be made available when the server goes down, archival helps retrieve that data, within seconds. Why do people need to archive emails? The three important reasons are listed below:
Adherence to Regulatory Requirements: Email archiving helps in conformance with regulatory compliance. Companies trading publicly are expected to retain all information, including emails, anywhere between 5-10 years, for any government or regulatory audits. Merely backing up data might not help in this scenario, since you will be required to provide specific information or a specific mail exchange. If you haven't invested in a good email archiving solution, this can cause chaos, since pulling out the right information from terabytes of data isn't an easy task. You may end up spending millions of dollars in fines for non compliance, just because you are not able to find the right information.
eDiscovery Requirement: Any company needs to plan the right course of action when faced with a litigation or a lawsuit. Company counsel and IT staff often have difficulties in locating the right emails, and documents. Added to this, lawyers also need to provide judges with the accurate information on how the evidence data was stored, and how it was retrieved. If you do not have a right solution in place, providing this information can become impossible, which might mean millions of dollars in lawsuit settlement. With new scandals like the fraudulent ponzi scheme and sexual harassment cases, becoming common, it is only prudent to be well equipped with all the right evidence.
Storage Management on the Exchange Server: Gartner quotes that a whopping 97% of all communication in today's businesses is done via email. Email is growing rapidly at the rate of 40% per year. This implies that your Exchange server is being heavily used with the growing data. You might also be thinking of upgrading to a higher capacity server. Email Archiving can help you resolve this issue. Using a proper archiving tool will help lighten up the Exchange server for improved efficiency, performance, and better storage management. By configuring your Exchange server with an archiving solution to handle the email growth more effectively and efficiently, you will postpone the need to upgrade the Exchange server and, subsequently, increase the ROI on that Exchange server.
There is no doubt that Email Archiving is the way forward to meet with your company's growing demand for optimized storage management, as well as compliance with regulatory and eDiscovery processes. Invest in a sound Email Archiving solution to help alleviate your email archival woes.
About the Author Get more information about Email Archiving and Email Archiving Solutions at email archiving
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