Have you ever wanted to show someone something that you had been working on, but weren’t able to find it? Or at least, it took ages before you were able to hunt it down. A lot of times, businesses have the same problem with their old emails. They need to access an old file that wasn’t saved, but they aren’t able to find it because there are tons of emails to sort through on the mail server. For many businesses, this can be troublesome at best and downright fatal for an organization at worst. Luckily, there’s a solution to counteract the woes of lost or hard-to-find emails and it is called email archiving.
What is Email Archiving?
Simply put, email archiving involves protecting data so it can be accessed quickly at a later time. Quick access is important here because a lot of the scenarios that involve old email recovery are time sensitive.
Why are Archive Systems Necessary?
Email archive systems offer organizations the opportunity to dig up emails and other data with advanced search and retrieval functions – this is done quickly and cost effectively to save precious time and money for your business.
Here are 4 reasons why all organizations should utilize email archive systems.
When control is relinquished from the end-user, emails don’t find themselves deleted – either accidentally or intentionally – and never to be seen again. A great perk of archive systems involves the automation of message extraction, indexing, and storage for safekeeping. In this way, users don’t have to worry about maintaining their inboxes because regardless of any possible situation, the messages are protected and always viewable from within the archive system.
Compliance and Litigation
Whether your organization is being subpoenaed or has to abide by standard compliance regulations, it is extremely beneficial to have an email archiving solution in place. Without archive systems, companies can spend thousands of dollars, sometimes hundreds of thousands or even millions in record cases, to recover old files from all of the relevant computers and media, since it’s not in one centralized location. Other times, when files are truly lost forever because they weren’t backed up anywhere, organizations still may have to dole out cash to pay for a lack of evidence during an investigation or discovery request.
So many people look to search engines and other information providers for their inquiries, without realizing that there is an untapped resource of useful knowledge hidden within their organization’s databases. More specifically, a lot of that wisdom derives from an organization’s emails, which make up a grandiose proportion of its useful data since email is one of the primary forms of business collaboration nowadays. With an email archiving system, users are able to easily search through vast quantities of data to retrieve information that is relevant to their current business need.
According to Elite Daily, 204 million emails are sent per minute around the globe. With that in mind, it is no surprise that storage is an ongoing concern for numerous organizations. To handle the surge of emails being sent back and forth among users, many companies place quotas on their employees to limit the accumulation of data. The quotas help to prevent degrading the server performance, but it does come with its downsides, one of which being end-user productivity. When users can’t send any more emails, business collaboration takes a nosedive and productivity is diminished. More than that, users may try to counteract the limited data usage by deleting important emails in their inbox, which can be disastrous if email isn’t actively being archived. Another factor takes into account storage size. As emails begin to pile up, more data exists and it must be placed somewhere, so storage capacities must increase along with it. Not to say that having more physical storage space is bad, but considering more space increases fixed and operational costs, it can be a burden on your financial resources. With email archiving, you save tons of storage room because you don’t have to worry about backing up your data with large PST files or by other means and the data is stored in a compressed format.
For all of these reasons and more, it’s essential to utilize email archiving in your business. If you’re interested in hearing more about Office 365’s archiving capabilities or requesting a free consultation, contact us today!