Many people think that email backups are the same as email archiving, but they’re not. Email archiving is a system where email is saved and indexed so that saved messages can be searched for and retrieved quickly and easily. Email backups, on the other hand, don’t really allow the easy or quick retrieval of one or more email messages.
Email archiving helps businesses, IT personnel, and computer users by not only protecting mission critical data but also by helping reduce the server load on the email server and helping retain records for regulatory and legal purposes. Some email archiving solutions also allow monitoring of email content.
Email archiving can capture the email content directly from the email application or during the time in which it is being transported over the network. Obviously, email archiving can be beneficial to a business in various ways.
Here are a number of features that will benefit system administrators who implement email archiving. Depending on the business, this is not an all-inclusive list.
- Probably the biggest benefit to a system administrator or any IT person is that email archiving automates some of the administrative duties related to the management of an email system. Not only does it automate some of the backup/disaster planning elements related to email, it also reduces the time spent searching backup tapes when the retrieval of an email is requested. The user is now capable of searching, finding, and retrieving a deleted email.
- Another benefit is the reduction of help desk time as well as time spent managing inboxes and the business’s email retention policy since it can be automated with email archiving.
- Email archiving gives users the freedom to delete emails. Many employees use their email inboxes as file cabinets where nothing gets thrown away or deleted. If unwanted or unneeded emails are not deleted on a regular basis, the email server can become overloaded. By using the email archiving system, deleted email can easily be found and retrieved. This also helps reduce the amount of the IT budget that must be dedicated to future storage needs.
- Email archiving protects mission-critical information. Since email is a prime method of communication, all emails can be automatically stored so that required information is never lost no matter what happens to the email server, the workstation or the single email.
- Email archiving helps address legal and regulatory issues. In today’s heavy regulatory environment, there are many regulations or laws that address email retention, such as SEC, Federal Rules of Civil Procedure, Sarbanes-Oxley, and HIPPA, to name a few. Email archiving makes sure emails are saved and indexed but also shows the history of the email, providing a chain of custody when dealing with regulatory or legal entities.
- Email archiving can assist with disaster recovery efforts whether the archive is stored off-site or remotely through the use of software as a service solution.
- Email archiving can benefit other areas of the company beyond system administration by monitoring emails for specific keywords and notifying human resources or security as to a possible problem.
Obviously, email archiving is a benefit to small and large businesses as well as the IT professionals that help make the business run. Treat yourself to some festive cheer early by investing in an email archiving solution today so that your new year can be better.