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Why Email Archive?

Over the past decade, email has become the most important communication and business tool in use by organisations today.

Research shows;

  • 46% of email users spend more than two hours each day using their mailbox
  • As much as 75% of a company’s intellectual property (IP) is contained within email

The growth of email use has not only created security and storage issues but more and more businesses are finding themselves obliged to maintain records of all emails for a number of years.

Email archiving moderates the demand for storage space by reducing the amount of online emails on the mail server. Moreover email archives consume less physical storage space than other email storage methods.

But why is email archiving so important for organizations?

Firstly, it’s important to differentiate ‘backup’ and ‘archive’ storage as they serve two different purposes.  Backups are intended to save current data against the event of failure or disaster whilst archives protect data so that it can be accessed when needed in its original state.

There are 4 key reasons for email archiving has

  • Compliance.
  • Litigation
  • Support
  • Storage

Ultimately however there is one overriding reason that most organisations archive email.  This can be summed up in one term which is ‘Non-Repudiation’.

Simply put this means that every email that comes in or out of a business is saved in a state that is proof of the integrity of the original data.  Data can be kept in this format for as long as is reasonably required.

This means that any disputes/queries with say current or former employees or client orders and contracts can be traced back (where email has been involved) and delivered in its original state from as far back as you decide to archive.   Doing this gives you beyond doubt the exact detail which has been communicated.

For more detail on email archiving click HERE

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