In business organizations, every employee will have a dedicated mailbox and each day thousands of mails are exchanged in these mailboxes. The reliance on emails is so much that storing all mails is indeed a challenge for business organizations. Each mail is important and needs to be stored for reference or for compliance. Either for data recollection, or to stay compliant with data storage legislations or for legal issues, archived mails are essential for a business organization.
However, storing an immense amount of mails along with their attachments gets tasking. Managing email archiving completely in-house is something only big organizations can pull off. Not just small and medium sized businesses but even big corporations are considering outsourcing these services to third party vendors. In this article we will discuss how to choose an email archiving service and also learn how archiving works in brief.
How does archiving of emails work?
The basic idea of archiving is pretty simple; transfer all the old mails inside the email server to a physical storage unit in an organized and indexed manner. Apart from storing these mails, another important feature of email archiving is that these mails are indexed into particular categories, arranged in a particular fashion and enabled to be discovered within seconds. E-discovery becomes very beneficial when the amount of mails saved is immense and it is impossible to search a particular mail without indexing. Be it keywords, date, range or any other filtering technique, digging up older mails of each mailbox becomes incredibly simple with archiving.
How to Choose an Email Archiving Service?
This is no doubt the first parameter you should be considering while choosing an archive service from a third party. Consider the storage limit they are offering you, the safety standards they are employing to ensure that the transfer is fool proof and lossless. Ask if the provider is offering a cloud-only archiving or journaled-only archiving or both.
Data security is an important consideration to make while choosing an email archiving service. There is a great chance that the third physical storage where your mails will be archived is hacked and all the data is stolen. Thus ensure that the service provider follows strong encryption standards during the transfer and storage.
3. Disaster Recovery
Given that the data is moved from your servers to a physical storage, you can’t risk losing your data due to an unprecedented disaster like a data hack or a natural calamity. Thus consider only those email archiving service providers who store at dual locations that are off-site. Also the archive should always be running making real-time storage and devoid from any hardware failures. Choose a provider who can guarantee these things along with the service.
4. Deployment and Usage
Lastly, the deployment and usage must be as effortless as possible. The email archiving service must be directly integrated with your existing mail system and there should be no need for an alternative. The service must begin within hours after the provisioning is provided and the user interface should be so simple that it doesn’t require any training.
Securence is a leading provider of enterprise email filtering software that offers email protection and security services such as cloud email security, email encryption, email archiving and continuity solutions to small and large businesses. To learn more about our email filtering solutions, visit www.securence.com/Solution.