Find the Right Email Archiving Solution for Your Organization
Email archiving solutions are rapidly gaining popularity amongst businesses that are reviewing various email archiving solutions to figure out the one that suits their need. A number of technical and business issues require to be inspected before finding the right solution. Two major factors that need to be evaluated are – the need of an email archive solution for your enterprise and how to select the one that fulfils your requirements.
Every business, whether big or small, benefits from the search and discovery capabilities of email. The discovery capability of email refers to the retrieval of data related to email for legal purposes, regulatory email compliance, corporate requirement or human resource needs. Again, an archive for email is necessary to deal with the legal, business, and regulatory and storage challenges associated with the electronic mail. A centralized repository the email that is both secure and searchable thus becomes a necessity for an organization.
There are three kinds of email archiving solutions available – each comes with its merits and demerits. To make a selection you need to evaluate differences amongst them.
Hosted Archiving solution: In this kind of solution, the data is archived at a location other than an in-house one. Thus the company does not have to manage an archiving system, does not have to spend on additional hardware and software and the internal IT infrastructure is also devoid of additional burden.
However, with the archived data being rarely encrypted, the issue of data security becomes a grave concern. Also since there is no direct integration between the organization’s email server and the archive, the proper management of archives also becomes a tough task.
In-house Archiving solution: Here all messages from the message store are copied into an archive using a dedicated, in-house server platform. Such a solution requires the purchase and installation of specific software, sometimes at the PC of every employee. Again, considering the large amount of data that emails encompass a significant amount of storage hardware is also necessary. The hardware and software costs along with the cost of skilled personnel to maintain the system makes this kind of email archiving solution an expensive alternative. However, it offers a great deal of data security as well as convenient integration with the organization’s inventory.
SAAS (software-as-a-service) hybrid archiving solution: This kind of solution blends the best features of both the above solutions. It offers the convenience of a hosted solution and the security related to the in-house email archiving solution. Here in an appliance is installed at the user’s end, which is integrated with a secure storage maintained in a cloud by a third party provider. In some cases, encryption of data at the user’s end provides additional security and makes it unusable for anyone outside the customer’s network. Given the fact that the organizations are gradually realizing the long-term costs and maintenance required by email archiving solutions, this hybrid coming approach is becoming more and more popular.
Email is slowing becoming the electronic equivalent to DNA evidence. With the rise in electronic data for businesses, it is vital to have a reliable and effective email archiving solution set in place for an organization.
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