Email is one of our key methods of communication today, particularly for businesses. Invoices, letters, quotations, and more are all sent via email. As such, the validity of these files is equal to those of paper documents, and this means it is vital that they are stored properly. And this is also why the focus of an email archiving solution 2017 is all about security.
The Need for an Email Archiving Solution 2017
Sending and receiving an email is really quick and saves a great deal of time. However, it is also associated with a number of problems. This includes:
- The sheer volume of emails that is received, which makes people less efficient and puts the email servers under pressure.
- The fact that finding old emails can be incredibly difficult.
- The danger of accidentally or maliciously deleting emails.
Add to this the fact that businesses now have to be compliant with eDiscovery rules or face hefty fines and possible legal action, and it becomes clear why a new system – email archiving – had to be created.
Understanding Email Archiving
The process of email archiving means that any email sent or received is taken out of the primary database, and placed in a separate one. While this can be done manually, good systems do it automatically. The emails themselves, meanwhile, can be stored in-house, externally, or on the cloud.
The stored emails contain all the text and every attachment, and they are easily indexed so that they can be searched using appropriate keywords. Every email is stored in read-only, which guarantees that the records are original and untampered with. Only authorized personnel is able to access the files as well.
Email Archiving and Security
There are many benefits to having email archiving solutions in place, but the greatest has to be the security and safety that it offers. As previously said, an email is now as legally valid as what a hard copy document is. Hence, they must be secured in case you face litigation and have to prove communication through documented evidence. Email archiving solutions enable you to search all emails relating to a certain conversation, or sent or received by a certain person. Even if that person is no longer employed by the company, the emails can still be retrieved. Furthermore, because it is not possible for any of the emails to be tampered with, these types of solutions actually provide 100% security.
Email archiving solutions were created to make it easier to manage and maintain the huge volume of emails that come in on a daily basis. The added benefit is that it greatly increases security. There are no more chances of emails that were very important to be accidentally deleted, or for a disgruntled ex-employee to alter the text to change the narrative. It should be obvious, therefore, why all businesses, regardless of their size, should invest in such a solution. Thankfully, there are many now available and finding one should not take too long.