The majority of modern businesses have put in place a hybrid workforce model, where employees can carry out their duties whether based in the office or working from home. This working model is ideal for msot companies due to the flexibility it provides.
Recent research produced by Gartner has revealed that, since the beginning of the coronavirus pandemic, 88% of companies made remote working mandatory. This quicke shift from an office-based to remote workforce caused major issues for IT departments, but it has allowed business to continue to operate as close to normal as possible. There have been productivity issues and technical obstacles to overcome. Most importantly workers are able to remain in touch and collaborate by implementing online using chat platforms, videoconferencing, and the telephone and some companies have even recorded enhances productivity levels using these communication methods.
Due to the increase in the number of methods being used for collaborating and maintaining contact, remote working has resulted in companies and their staff being dependent on email to a much greater extent. This higher reliance on email means it is now crucial to make sure that emails can be accessed come what may, even if email servers are compromised that would see work come to a halt.
The majority of companies use emails to hold vital information and much of the data in emails is not held in any other location. A report from from IDC states that approximately 60% of business-critical data resides in emails and email attachments and that was before the pandemic took hold.
There is a lot of legislation and regulations governing business data, including at the federal, state, and industry level. There are set stated times required for specific types of data, regardless of where the data is held. If the information is stored in emails, then that information must be safeguarded protected and secured against accidental or deliberate deletion until the retention period is ended.
Backups of emails can be carried out to meet certain regulations, but there are issues when it comes to retrieving emails. Locating emails in backups can be a time-consuming task that can take days or weeks. Even locating the appropriate backup media can be a major issues before you can search for emails within it.
The best method for ensuring privacy, security, and meet compliance obligation and ensure that emails and attachments never go missing is to configure an email archiving service. Email archives are established for long term data storage. Email archives can be simply searched, so when emails need to be located and retrieved, the task takes seconds or minutes. A tamper-proof record of all emails is retained for compliance purposes and to protect against data loss and ensure business continuity in the event of something unwelcome happening.
Most companies have configured an on-premises email archive, but this is far from ideal in a world where almost all staff members are working remotely. After the pandemic is ended, many staff member will go back to the office, but remote working looks set to remain. The ideal option is therefore to use an email archiving solution that perfectly suits the remote working or hybrid working system.
Cloud-based email archives centralize disparate email servers and hold all emails safely in the cloud where they can be quickly and simply retrieved by any authorized individual, from any location. As many companies now use cloud-based email, sending emails to a cloud-based archive makes more sense than using on-site archives. Sending emails to the archive and recovering emails will be far faster from a cloud service to a cloud service.
If you have an on-site email archive, moving to a cloud-based service can save time and money. There is no need to manage hardware, perform software updates, and the archive is automatically backed up to see to it that emails can always be retrieved and storage space will never be an issue due to the scalability of the cloud based solution.