By:


Date:
Oct 24, 2011

Email Archiving Challenges and Benefits.

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?

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  • MT

    Maureen, very informative. I definitely agree the importance of email archiving cannot be over looked. The best way to navigate through the various email archiving vendors is to determine what your organization’s most pressing needs are. Is it e-discovery? Compliance? Mailbox management? There are several third-party reports on email archiving that can help make your decision an easier one.

  • Jatheon

    One of the greatest benefits is making space on your server and in your inbox and availability of data.

  • Joey

    I definitely agree the importance of email archiving cannot be over looked. The best way to navigate through the various email archiving vendors is to determine what your organization’s most pressing needs are. Is it e-discovery? Compliance? Mailbox management?

  • E. Archer

    Excellent post. I really agree with your post. There are many positive benefits in this email archiving. Undoubtedly, this is excellent and informative post. Thanks for your great effort.

  • Anonymous

    This is really a great post of email archiving challenges and benefits. All are very important and useful benefits of email archiving. Thanks for sharing this excellent post.

  • Marta

    Very nice post. I just stumbled upon your blog and wished
    to say that I’ve really enjoyed surfing around your blog posts. In any case I will be subscribing to your feed and I hope you write again very soon!