Why use email archiving?

Email archiving imageEmail is one of the primary ways that most businesses communicate.  As a result, it’s also one of your most valuable — and vulnerable — informational resources.  Corporate emails may contain intellectual property, sensitive data, and essential paper trails for litigation, so Canadian organizations are legally obligated to protect and maintain these important records.

If you perform routine backups, you may think your due diligence is done.  On the contrary, it’s important to realize that a backup can only do so much.  For one thing, restoring information through a tape backup can take weeks or more.  It’s also important to realize that this backup can only provide a snapshot of what your system looked like a few weeks ago, at most.

Email archiving, on the other hand, allows you to preserve a record of all of your important business communications over the long term.  These might include emails and instant messages, as well as other important data such as contact details and calendar information.   In addition, these systems allow you to locate and recover emails in your archive  quickly and easily using simple search functions.  These features help to ensure that your business is compliant and that your workflow processes move as smoothly as possible.

In the past, small to medium sized organizations had few options but to accept the risk of data loss.  Between the high upfront cost of purchasing and installing an in-house archive and the on-going expense of maintaining such a system, only large enterprises could hope to afford a proper solution.

Fortunately, with cloud computing on the rise, small businesses have access to more resources than ever before.  Cloud-based email archiving solutions offer easy and inexpensive deployment, security and scalability, making them a perfect fit for organizations of every size, including those that require a solution that will grow with them.

Some of the main benefits of cloud-based archiving include:

  • Unlimited space
  • Remote availability
  • Predictable on-going costs
  • Full compliance
  • Advanced security & encryption features
  • Proof of authenticity
  • Timely upgrades
  • Enhanced reliability & uptime

Make no mistake: cloud-based email archiving may not be the right fit for every organization.  Some industries have very stringent requirements regarding where and how corporate data can be stored.  Before jumping in, it’s important it is important to fully assess your organization’s needs and security requirements.  And of course, you should always ensure that any cloud provider you choose has a good reputation and adheres to the best practices in data storage.