There are several reasons for backing up your email messages. The following are some of the most common reasons for establishing a message archiving policy.
Regulatory and compliance requirements
Many governmental agencies, such as the U.S. Securities and Exchange Commission (SEC) Australia and other regulatory organizations, have established requirements for message retention, accessibility, and security. These requirements are becoming very stringent on a day-to-day basis. Organizations must establish archiving systems to retain electronic communications and assure that requested materials are available in a timely manner.
Legal discovery and investigations
Organizations must be able to retrieve relevant messages in the event of legal discovery, audits, and business or personnel investigations. An archiving solution assures that evidentiary-quality records are systematically stored in a central repository, and with security in place to guard against issues of tampering.
The total cost of backup archive on the cloud is much cheaper than an on-site solution. And more importantly it enables the company to focus and spend its resources on its core businesses.
Due increasing email volume and storage needs, there are very frequent server crashes and email server downtimes. With a backup or archiving solution, an organization can continue to access its complete message record even when its mail servers or local data systems become unavailable.
Email data is vulnerable to hacking and hosting failure
- Statistically, 1 in 5 email accounts gets hacked
- 540 million email accounts get hacked every year
- 62% of owners of hacked accounts are unaware
- In April ’12, an estimated 33.2 million Gmail users suffered email outage
Emails can also be lost due to
- Data Email servers’ failure: Risk increases from 10% after year 4 to 50% after year 5
- Accidental / intentional deletes
- 6Limited Storage: Unwillingness to add storage size leads to auto / bulk / accidental deletes
Which accounts were targeted and compromised
All of the above can result in
- Data loss
- Lost opportunities / business
- Serious depletion of organizational memory
- Increased organizational spending on recovery, training
.... And hence affect business continuity
As the volume of email messages continues to increase, a backup and archiving solution lets organizations reduce message storage from their corporate servers. This reduction in stored messages helps to ensure that server performance is maintained, minimizes storage costs, and greatly simplifies restore operations in the event of a server failure. The IT department of your organization will be able to provide archives that can easily be searched through web browser. It is highly scalable service and allows IT to add new users at will. The size of local mail stores can be dramatically reduced improving performance of mail servers and it also reduce IT support need since individual users would be able to access their own archive and search and restore any email document.
Retain Organizational Memory
Email Archiving helps to trap organizational memory within the company. It enables the new employee to start skimming the old emails for leads missed out. The employees don’t stutter when they meet an existing customer and are better prepared.