Knowledge Base/Cloud Email Security/Email Archiving

Advantages Of Email Archiving

Darren McLaughlin
posted this on Jun 29 11:28

Email archiving has become an integral part of doing business online in recent years due to the increasing popularity of email. Email has come a long way since it was invented in 1971 by Ray Tomlinson. Tomlinson likely could never have imagined the impact his invention would have, even going so far as to cause the decline of postal services around the world! It's true that email has eroded market share from hand-delivered 'snail mail' and is now the most important communication tool for organizations.  

Since email is so important, more organizations than ever are archiving their emails as a routine procedure. Numerous compliance regulations are helping spread the cause of adoption of archiving and there's no end to that trend in sight. Federal Rules Of Civil Procedure (FRCP) contain technical requirements pertaining to archived email that ensure email can be used in court just like 'snail mail' alternatives have been. Companies that don't archive their emails stand a good chance of losing court cases to opponents who can produce archived records in the correct format.

Email archiving is a great way to ensure compliance for organizations that operate in regulated industries. Archived email can be stored indefinitely and retrieved for use easily. Companies who are interested in compliance and security are using cloud-based email archiving as a means to ensure they are in good standing. Cloud-based email archiving reduces the complexity of setup and offers a chance for lower total cost of ownership.

If your email is ever required in court, you will be able to easily retrieve it in the proper format. This reduces the headaches associated with not being prepared. You can't suddenly institute an email archiving solution after you need it. You have to be set-up beforehand so your email archive is readily available.

Email archiving solutions are not expensive. In fact, you can find a number of affordable email archiving solutions, depending on your requirements. The key to this solution is that it is automated. Your archiving requirements will be met automatically, without any need for manual intervention. This is a set it and forget it solution that allows you to sleep at night, knowing your email security is working.

At MostHost, we offer MXSweep email archiving because of its numerous advantages. Let's take a look at the benefits.

MXSweep Helps You Meet Compliance Requirements

  • Create Your Email Archive. This solution helps you archive all inbound, outbound, and internal e-mails automatically.

  • You set your policies. Our automated policy application removes responsibility from end-users, meaning common human mistakes are eliminated.

  • Includes full logging and reporting. Every activity is kept in the archive, ensure compliance. Details audit reports show you who did what and when.

Decrease Your Storage Requirements And Improve Performance

  • This solution offers and archiving and stubbing function which will decrease your storage requirements by 60-80% on email and file servers.

  • You can easily improve server performance while using an optimal storage structure that makes for easy backup and restoration.

  • Runs on a single instance since all servers are clustered for best performance

  • Helps you easily store content such as attachments and files at the same time capturing, indexing, and archiving all compliance-related metadata.

  • Functional search allows end-users to quickly search through emails or files in all fields. This includes searching attachments from both the web portal or from the client such as Outlook, Lotus Notes, or GroupWise

  • The need for maintaining a local archive (PST/NSF/GroupWise) files is eliminated

  • Experience the freedom of no more email quotas and unlimited mailbox space

  • Increase IT administrators and employees productivity, which is always a good thing

  • Helps clients easily achieve compliance while maintaining litigation readiness

  • Compatible with multiple operating systems, including Windows, Linux, and Solaris

  • The slick archiving process is completely transparent to end-users. No additional software or database purchases are required

  • SaaS ensures there is no on-site instillation or maintenance needed

Effective Electronic Discovery Aids Litigation Support

  • Legal hold, Tagging, Notation, Email Analysis, etc are all included

  • The high-speed forensic search allows for immediate access to all archived data in a split second

  • Full text keyword and key phrase searching are also included

  • Helps organizations avoid costly outsourced forensic fees

  • Also includes easy, fast, and secure access to archived messages directly from Outlook and Lotus Notes clients, OWA & DWA, web browser, offline archiving, and BlackBerry mobile devices. Implements a folder-based retention policy for maximum effect

Request A Quote for Email Archiving.