Are you archiving your email on a steady basis? If you’re not, you’re not alone. This is the second post in a series of blogs addressing the importance of backing up and archiving. Often, companies do not understand the advantages a proper email archiving system offers. It is different than simply storing email on an Exchange server with quota restrictions to control storage growth.
Email archiving is creating an index of each message to make sure it can be easily found later and then storing the message. You can enlist an email archiving system to accomplish this; index and store the messages on-site; or duplicate each message and send them to a third party for indexing and storage. You can even do a combination, a hybrid approach, of indexing messages on-site and then sending that data to a third party to store.
Benefits of email archiving include:
– Gain a consistent email archive for your legal, regulatory and HR purposes.
– Retain a tamper-proof data trail of email for legal reasons.
– Relieve pressure on email quotas and storage from bigger attachments.
– Reduce the risk when users create local PST files to store emails and elude quota policies.
Since the first email was sent in 1971 by Ray Tomlinson, this form of communication has become indispensable to businesses. A huge part of a company’s institutional memory resides within its email archive. This makes the stakes for failure very high. Email servers by themselves really can’t handle long-term storage for very large volumes of email and attachments. That’s where the robust features of an email archiving system come into play.
Many industries have data retention cycles which can span three to seven years or longer. The most common complicance regulations are the Health Insurance Portability and Accountability Act (HIPAA), Gramm-Leach-Bliley (GLB) and Sarbanes-Oxley (SOX).
Email is the most common target for archiving but any kind of data could benefit from archiving in principle. How do you use archiving?