Every 60 seconds, around the world, we send 204 million emails to each other.
Peter Sweeney- Waterford Technologies
In those emails will be vital business data and attached to those mails will be contracts, financial information, invoices, proposals and reports. But, in a large number of companies, the preservation of that critical information is left to chance. Do your users decide what to delete and when? Or more likely, what never to delete, leaving your system groaning at the seams.
Modern businesses of all sizes need to protect their investments. Your emails contain intellectual property, valuable contracts and business information. But most companies have no efficient method of preserving, indexing and easily accessing this vital resource. Moreover, it may be quite the opposite. The lack of the ability to archive the emails, validate and preserve them may leave a business in an indefensible position come litigation time.
So, to protect your business, you need to get involved in the following: e-discovery, email analysis, email archiving, email compliance and email retention management. Well, you may have glazed over by now reading that list but the reality is that all of the above can be managed simply and effectively by email archiving software.
Wikipedia defines email archiving as “an automated process for preserving and protecting all inbound and outbound email messages (as well as attachments and metadata) so they can be accessed at a later date should the need arise”.
So that’s it really. Catch and protect all of your emails and then preserve, verify and archive them out of the way when they get old. But, it needs to be done automatically.
Here are the key objectives of email archiving:
- Data Preservation – Make sure every email and attachment is trapped and preserved where it won’t be accidentally deleted.
- Protection of Intellectual Property – check the contents of your company mailstore to make sure your key information and IP isn’t being sent out of the building to a competitor.
- Regulatory compliance – Capture all of your emails and be able to prove in court their validity and content.
- Litigation and Legal Discovery – Find and produce all relevant emails and email threads relating to a case or action.
- Email Backup and Disaster Recovery – If you lose your email server, you need a verifiable, encrypted and complete back up to restore
- Messaging System & Storage Optimization – If your email server is groaning under the burden of the volume and size of mails, then remove everything that’s old or large into the archive, where it can be recovered if needed, but removes the load from your day to day system.
- Monitoring of Internal & External Email Content- track who sent out the client list, who was copied in and where it went out of the building.
- Records Management (Email Retention Policies) – You want to delete all mails over a certain age as per your company policy. Automate the process.
- Business & Email Continuity – Users cannot delete a mail permanently and the archive contains all mails sent and received.