What is email archiving?
It's the act of preserving and making searchable all email to/from an individual. Email archiving solutions capture email content either directly from the email application itself or during transport. So, if you delete an email, intentionally or unintentionally, it's still safely tucked away and available.
4 Reasons to Archive
1. Regulatory and compliance requirements: Regulatory organizations and governmental agencies like the Securities and Exchange Commission have established strict requirements for email retention, as well as its accessibility and security. To comply, organizations must establish archiving systems that adequately preserve and protect emails, and that ensure their contents can be retrieved—unaltered in any way—and within a reasonable amount of time.
2. E-discovery and legal investigations: In the event of an audit, e-discovery or investigation related to your business or personnel, there’s a good chance you’ll be required to produce certain—if not copious—amounts of email material. Will you be able to do so in a timely manner, and without draining your resources? An archiving solution securely and systematically stores records of your emails in a central, easy-to-search repository, where they cannot be tampered with in any way.
3. Data storage: With the growing volumes of email circulating these days, it doesn’t take long for a server to reach capacity. An auto-archiving solution lets you offload messages and maintain optimal server performance. It will also minimize storage costs and make restores much easier in the event of server failure.
4. Business continuity and disaster recovery: Consider all the valuable information that’s sitting in all the inboxes and outboxes of every employee at your organization. Should your local data systems or mail servers become available, will you be able to access a complete record of all emails? If you use email archiving, you will.
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