The benefits of having an effective and efficient email archiving solution in place cannot be understated. For many, the primary reason for archiving may be to meet regulatory compliance standards. But, if you think the only reason to have an archiving solution in place is to ensure that all of your emails and attachments are stored in their original form to ensure that you are fully compliant with all government regulations, then you’d be wrong.
Archiving can reduce space therefore increase efficiency of your mail server.
Did you know that the average corporate email account receives 18 MB of data every day? Even with only a handful of employees that would be a lot of data, but what if your business has hundreds of employees? The possibility that your server will become overloaded, slow down, or even crash is highly probable – especially from a performance standpoint- but that devastating possibility need not ever be realized. Having an archiving solution in place will allow you to reduce the load on your servers, allowing them to continue to run optimally and not be bogged down with loads of unnecessary data; an archiving solution can also allow you to fully restore an entire mail server should it crash if it has been archived properly.
It can improve employee efficiency by reducing search time on valuable business communications.
Have you ever asked an employee to find an email from last quarter only to wait hours for a response? Even diligent employees can have a difficult time searching through their inbox to find one specific email. Email is a valuable business tool, but without an effective retention policy supported by an efficient archiving solution, employees can waste hours per week combing through irrelevant emails and cluttered inboxes. Email archiving allows employees the freedom to delete emails knowing that they’re still available for easy access, and provides them with a simple search and restore feature. Archiving will allow your employees to think less about which emails to save or delete and more about getting down to business.
It reduces e-discovery costs.
The retention of and access to email records in their original form is required for specific types of businesses by Sarbanes-Oxley and SEC email compliance, among others. In some cases, the cost of electronic discovery can be so high that just settling the lawsuit is a more cost-effective option. However, email archiving provides legal protection by guaranteeing that all email is recorded and unalterable. An intuitive search engine allows for the quick and easy email discovery, saving thousands in legal fees.
Implementing an email archiving solution ensures that your business will increase server efficiency, improve employee efficiency and reduce e-Discovery costs all while helping your business meet regulatory compliance guidelines.
Are you currently archiving your emails? What was your motivation: maintaining compliance, improving server efficiency, something else? Let us know in the comments below!