There are many companies that don’t feel the need to invest in cloud email archiving. Some businesses believe this is something only industries such as healthcare and finance need, because they are highly regulated. The reality is that cloud email archiving provides a number of benefits to all companies. It is cost effective and lowers IT expenses. Cloud email archiving also provides better data security, document retrieval, increased reporting and data searching abilities. These are tools that enhance a company’s ability to do business.
According to an article in Search Storage Magazine, “Not all email archiving solutions capture every email, but that might not be desired. In some environments, only messages sent or received from the outside world need to be retained.”
As a company grows, the chances of it experiencing a lawsuit increases. During the course of a lawsuit, emails will probably be subpoenaed as part of the discovery process. Adequate archiving will make the production of emails an easy procedure. This activity could play a major role when defending against a lawsuit.
Effective archiving is possible with a cloud provider. This provider will be able to reduce the data storage requirements within a company. It will decrease mailbox database size. This will reduce cost associated with data storage. It can also save file attachments separately, that are part of emails. This makes it possible for a person to see the email, and then retrieve the attachment without increasing data storage requirements.
Any company that is publicly traded may need to retain emails to meet regulatory compliance requirements. There are a number of industries required by law, to retain copies of emails, for a specified period of time. Efficient email archiving is able to help a company comply with governmental laws and regulations. It can also keep the email data secure.
Data Storage Limits
Too many times in a company, employees will us the email system as a storage for their data. This can take up a huge amount of space on a company’s server. Cloud email archiving makes is possible to delete past messages, and still provide employee access to them. This could increase employee productivity. They will no longer have to take up large amounts of time to sort and search through an ever increasing amount of information.
Email Archiving System
Cloud email archiving systems can decrease the costs involved with putting emails in the archives. It can be done automatically. This procedure will no longer depend on an employee to do as part of their many duties. A proficient archiving system will have excellent search abilities. This can greatly reduce the amount of time spent looking for individual emails.
Decrease IT Costs
Companies understand, it requires a large investment of funds to maintain and upgrade email hardware. Doing data backups, and recovering lost data, could involve a major commitments of time. Email archiving, using a cloud based system, will decrease many IT costs. It’s more cost effective for a company to use the email archiving of a cloud service provider, than handling it internally.