The Importance of Email Archving
Why Email Archiving?
Over the past years, email has become the primary business communication vehicle. Research by Osterman found that 46% of email users spend more than two hours each day using their email, while 75% of a company's intellectual property is contained within email and messaging systems. Archiving your email allows you to access your email when needed like using a self storage unit for your household items.
What are the primary reasons for archiving your email?
The four primary reasons to archive your email are: Compliance, Litigation support, knowledge management, and storage management.
Compliance
The business and regulatory environment is always changing and it is estimated that over 10,000 compliance regulations have been enacted around the world. There are more stringent controls and penalties that are forcing organization to address regulatory compliance.
There are many regulation that exist, compliance is based on three main concepts:
Litigation support
Companies in the course of regular business activities may become implicated in lawsuits. The litigation support information must be accurate and complete in its original state. An organization that doesn't submit the information requested in a legal discovery can be found guilty of spoliation. This is a legal term used to describe improperly destroying evidence (example is deleting company email). Such circumstances can lead to a court to award a verdict for the other party or may lead to the court to assume that the lost information was harmful to the party that failed to produce it.
Knowledge management
A company's email system is considered a knowledge repository. An email archiving system can provide knowledge management tools (for example, email records sorting, advanced retrieval and search functions) that enable your company to better manage the knowledge that is contained in an email archive.
Storage management
It's estimated that one in every four organizations experience management growth at about 25% per year. An organization may implement quotas to make sure an organization doesn't hit its email storage capacity. But, an email archiving solution provides a more versatile way of handling this problem. Another added benefit is that emails will be automatically archived as soon as they are received and have passed through the message store. This way you don't have to worry that you have deleted an important email from the trash. You can still restore it with the storage management and archiving solution that's in place.
Over the past years, email has become the primary business communication vehicle. Research by Osterman found that 46% of email users spend more than two hours each day using their email, while 75% of a company's intellectual property is contained within email and messaging systems. Archiving your email allows you to access your email when needed like using a self storage unit for your household items.
What are the primary reasons for archiving your email?
The four primary reasons to archive your email are: Compliance, Litigation support, knowledge management, and storage management.
Compliance
The business and regulatory environment is always changing and it is estimated that over 10,000 compliance regulations have been enacted around the world. There are more stringent controls and penalties that are forcing organization to address regulatory compliance.
There are many regulation that exist, compliance is based on three main concepts:
- Data permanence - Data must be retained in its original state without being altered or deleted.
- Data Security - Information that is kept must be guarded against all security threats, which include access by unauthorized individuals as well as anything that could physically damage or harm the availability of the information.
- Audability - Having the information protected but easily accessible in a timely manner by authorized individuals when requested.
Litigation support
Companies in the course of regular business activities may become implicated in lawsuits. The litigation support information must be accurate and complete in its original state. An organization that doesn't submit the information requested in a legal discovery can be found guilty of spoliation. This is a legal term used to describe improperly destroying evidence (example is deleting company email). Such circumstances can lead to a court to award a verdict for the other party or may lead to the court to assume that the lost information was harmful to the party that failed to produce it.
Knowledge management
A company's email system is considered a knowledge repository. An email archiving system can provide knowledge management tools (for example, email records sorting, advanced retrieval and search functions) that enable your company to better manage the knowledge that is contained in an email archive.
Storage management
It's estimated that one in every four organizations experience management growth at about 25% per year. An organization may implement quotas to make sure an organization doesn't hit its email storage capacity. But, an email archiving solution provides a more versatile way of handling this problem. Another added benefit is that emails will be automatically archived as soon as they are received and have passed through the message store. This way you don't have to worry that you have deleted an important email from the trash. You can still restore it with the storage management and archiving solution that's in place.
Contact us
If you are interested in learning more, please feel free to email us or give us a call at 808.673.4747.
If you are interested in learning more, please feel free to email us or give us a call at 808.673.4747.
