Do you like to keep your email securely archived? Want to make your email easily accessible with a fast, secured and scalable service? Choose an email archiving solution and get 100% data capture. This will make your search simple and flexible. Moreover, there will be unlimited storage with no user limit. Many of the email archiving solutions are compatible with Office 365, on-premise Exchange, Google Mail and others. Choose email archiving solutions that are comprehensive in terms of stability, performance, functionality and simplicity for meeting your specific email archiving requirement. Managing email archiving is a vital aspect of every IT environment. Businesses should be able to save and retrieve email for review and litigation in today’s environment. However, the top concerns of the companies include storage management of email, shortage of resources, retrieval difficulty, email security and regulation compliance.
Let’s check out some of the email archiving as well as management concerns in this regard:
§ Storage management concerns of emails – The traffic from your email message often places a lot of burden on the servers. If every user of an organization has one gigabyte mailbox and every email server supports 100 users, each email server needs to store one terabyte mailbox data. Moreover, backing up a considerable amount of data may take a significant time and the performance degradation is caused by massive content management. In case a server is crashed owing to failed hard drive, restoring one terabyte of data on the server can take a significant amount of time, leading to useless long system downtime. It’s obvious that the volume of email continues to grow exponentially. Enhanced volume implies enhanced storage cost and decreased performance of your system. The growth may lead to costly downtime and decreased productivity. In case you have transformed from Exchange 2007 to 2010, you may have noticed a significant change in the size of the mailbox and the rate of increase in storage needs. This is because Microsoft has removed single storage from Exchange 2010. Many have seen a growth of the sizes of the mailbox from 20% to 50% by virtue of the switch. Now, what is the solution to this challenge? The solution is implementing archiving system that will migrate data to archival storage automatically just the once a mailbox will attain a certain size. By providing single storage, one copy of every email message gets achieved, thus reducing storage space. Implementing smaller mailbox limits saves “live” server space requirement and provides users an access to archived content directly in the mailbox or via a web-based interface. This improves email server performance, shortens backup and restores downtimes, with positive implication for disaster recovery as well as business continuity. Since, email archiving is vital in IT environment, the value of choosing and implementing a system-wide archiving solution can’t be overstated. It is with email archiving through which a company is bound to get the benefits of wisely managed IT, human as well as financial resources.
§ Complexity in Email Retrieving – Often email messages are difficult to access when spread over the organization. Businesses require a consolidated database for searching with easy access to archived emails along with E-discovery of email communication. Leading authorities in email system are of the opinion that E-discovery is becoming significant in civil litigation. Nowadays, approximately 3 out of 4 discovery orders need email to be produced as a part of the discovery process, representing to about 35% of cost litigation. In fact, businesses that can’t produce emails in an appropriate manner often have to pay millions of dollars in fine and sanction, losing business reputation and revenue. So, if you have an archive with limited tools, it will not let you produce emails in a timely manner.
§ Security of email – Business email and attachments may contain confidential information. Hence, the data need to be secured and encrypted. Email, instant messaging, best online fax service, social media and mobile communication data offer chances for security risks as well as compliance violations. Furthermore, they facilitate data leakage of sensitive information and let employees post malicious content. It is at this point that proactive solution helps to mitigate risk by educating employees on what to avoid while making use of email, social media as well as mobile devices. A practical solution helps to preserve and protect business data, while providing users easy access to archived data. Implementing this solution will help you and your organization to remain protected and maintain compliance.
So, why are you waiting for? Go for easy email archiving and management solution and protect your business against data loss.