Top 4 Reasons Why You Need to Archive Email
Email remains the most prolific and most used communication tool across different business landscapes around the globe. Email has brought forth questions about the security of confidential office data as well as issues of the storage and archiving of important emails. Email archiving system has thus become an indispensable part of any enterprise’s proper functioning. Forrester research analyst, Jo Maitland, in her report “Best Practices: Email Archiving,” states, “Smart companies use four key strategies to succeed with email archiving: They right size the infrastructure; walk through eDiscovery scenarios ahead of time; consider archiving other data types besides just email; and staff and manage the archive for the long term.” In the course of this article we shall focus on the most important reasons why enterprises need to focus on archiving emails.
- Email has been transformed into an actual corporate memory for all its official correspondence. Over the years it has become an indication or proof of the enterprise’s activities and transactions. This further means that it has become a record of sorts and makes it critical for enterprises to understand that emails can represent a budding and intangible litigation risk. This is why it is in the benefit of an enterprise to opt for an optimized email archiving software.
- Email records can be lost or even destroyed, especially in the case of a virus attack. Therefore the archiving of email is the only way important email communication can be protected and stored for future reference.
- With the exponential growth of email, the actual size of email messages has also swelled. From the average email of around 1kb -3kb, it has now risen to a size of close to 5kb. From spreadsheets to word documents to graphics, attachments that accompany emails have also become important, and they too face the danger of being lost. Email archiving can definitely help in the easy storage of such documents.
- A few enterprises rely on storing their email in multiple storage devices, like hard drives, tape drives, laser discs, etc. Yet this can only be a partial solution to the email storage issue because there can be issues of accessing information from multiple devices and with data loss as well. So while it is a good practice to archive email, it would be even better if enterprises employed an optimized email archiving solution that can be a one stop shop for all their email archiving issues.
Here’s hoping that the reasons mentioned above help to ensure that every enterprise owner takes email archiving seriously and invests in a software solution that can meet all their email archiving demands effectively.
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