A simple method to save money and boost productivity in your business is to put an effective email archiving system in place. Every business should know that there can be legal ramifications to getting rid of the wrong data. That being said, many businesses have an idea that they need to save emails, but don’t really know how to go about it.

A lot of businesses think that backups are a substitute for archiving, however this is not the case. This means that when it comes to storing emails, they’re spending far too much money on the wrong technology. A backup’s intended purpose is to restore the system to the state it was in at a specified time in the past. Backups don’t require for data to be easily searchable, they just need it to be accurate. Backups are usually only going to be kept for a couple of months, therefore they don’t need to be storehouses of knowledge. There purpose only needs them to be faithful pictures of a particular slice of time.

In contrast, an archive needs to contain a lot of information that can be accessed quickly and easily. One of the major reasons for archiving emails is to satisfy legal requirements. However, this isn’t the only reason archives are useful for businesses; email can contain a wealth of information about a company, and proper archiving can make that information readily available.

Email Archiving and Saving Money

In the event of data being legally requested, an old-fashioned backup system will require that data from tapes is transcribed and filtered through. On the other hand, in an archived system, the relevant data, and only the relevant data, can be easily accessed.

Email archiving ultimately saves money by freeing up storage space. Archiving is a more efficient use of space. What’s more, it can be made even more efficient by removing duplicates. It can, in fact, improve the performance of the entire system. Over a third of companies store email only on a server, making email storage space difficult to come by and expensive. From time to time businesses even set up limits on mailboxes, which is not a good idea as it can lead to important emails being deleted.

Archived email is much easier to use. It’s simplicity itself to migrate archived email to an updated server without causing any disruption.

Archiving can make an office run much more efficiently and effectively. Discarded or deleted that critical email, and not even noticed it was missing until we needed it six months later, we’ve all done it. This is the kind of situation where archiving can really shine. If a good archiving system is in place, lost emails with important document attachments couldn’t be easier to replace.

A good email archive is invaluable for aiding with monitoring in highly regulated industries. Not only this, it can also pinpoint data leaks or even security disasters. Also, any company doing creative data mining is going to prosper from the wealth of information stored in emails.

Email has rapidly become the most important means of communication for businesses and is showing no signs of slowing down. It’s a critical asset that every business needs to protect. Archiving provides the flexibility and security to make email valuable and useful for all businesses.