Trustworthy Solutions for Positive Results in Email Archiving
The relevance of email for communication is unbeatable. Email is perceived as the lifeline of business. All important transactions, contacts and exchanges of information from one part of the world to another are made conveniently through email. Thus it becomes equally important to ensure measures are in place for preserving and archiving email messages so that they can be retrieved during a time of need to aid in making decisions and can be used for litigation purposes if necessary.
Email archiving has become an absolute necessity with the passing of strict compliance regulations like HIPAA/HITECH, Sarbanes-Oxley, etc., and severe penalties can be induced for negligence or violation of these regulations. Under such restricted conditions, businesses essentially need to pursue a strategy that renders productive email archiving solutions that can be executed without any wasting of time or without causing any adverse effects on the existing environment.
In order to eliminate any errors and avoid painful losses, organizations need to implement compelling email archiving solutions that elicit terrific performances. The solutions should provide the facility access to messages using standardized procedures along with quick retrieval of emails for the benefit of auditors and administrators. The email archiving software should provide web interfaces that help control access and audit every operation while monitoring the system. It should have infallible reporting features in relation to email compliance, storage, data breaches and audits.
Email archiving software ideally should provide solutions in the following areas:
- Storage and Management of Email – The software should deploy a system for storing and managing email. With the increasing demand for storage, the software should ensure that this requirement does not hinder the performance of the server. It should provide transparency to the users and help in retrieving the messages seamlessly. It should also facilitate fast recovery in case of any technical faults or crashes.
- Persistent Email Archiving Facilities – The software should ensure intact archiving of email without any loss, even when the messages are transferred from the primary server to the standby server.
- Guaranteed Security – The software needs to provide secure measures such as encryption for archiving purposes without the risk of tampering.
- Archiving Emails and PSTs – The software should have the capability to archive existing email and transfer personal store file data into a repository. This helps in effective management of email and data storage.
- Litigation Requests – The software should provide the facility of easy retrieval of emails with the help of simple and advanced search criteria for litigation purposes. It should also provide customization facilities to locate precise messages.
- Accessing and Email Archiving in Multi-Domains – The software should allow users in multi-domains to archive email. These users can provide authentication to login to the system. This feature provides advantage to those businesses where the domain with stored email is independently operated.
- Compliance with Various Regulations – The software should ensure compliance with different regulations.
- Access Dependent on Roles – Access to the system can be controlled by assigning roles to individuals and groups thus providing authorized entry to relevant users only.
- Audits – The software should have the capability to track and audit every user’s activity to curb any unauthorized access.
- Reporting – The software should deploy user-friendly tools that can be used to generate reports.
A flexible email archiving software with integrating qualities helps to leverage efficiency and proficiency. With streamlined processes in place businesses can achieve maximum output and control the business without increasing the potentiality of risks or affecting costs.
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