5 Reasons Why Companies Large And Small Are Rushing To Implement “E-mail Archiving” To Protect Themselves

Here’s an issue you may not have given much thought to, but that could become a major issue at some point: saving e-mail communications to employees and clients that contain company policy changes, contract changes, alerts or other critical communications. So why not just save them in your inbox?

Because eventually you’ll run out of space; and searching through hundreds of thousands of e-mails is not always a simple and easy task. Here are 5 BIG reasons why you need an e-mail archiving system:

1. Compliance. While the e-mails and data subject to regulatory statutes varies by industry, ALL e-mails that contain employee and client records, contract negotiations, company policy changes and employee reviews and reprimands should be stored and archived for easy retrieval.

2. Litigation Support. If you are ever sued, you may be ordered by the court to produce documentation to support your case; such documentation includes e-mails. Problem is, pulling e-mails off a tape drive backup can be a massive undertaking. In one such case, USB Bank had to pay an IT firm over $265,000 to pull e-mail communications previously sent.

3. Free Up Storage Space. If you’ve ever had your e-mail stop working because you’ve exceeded your storage space, you know how frustrating this can be. Archiving eliminates this problem finally and forever.

4. Improve Workflow Systems And Procedures. Another upside to e-mail archiving is your ability to search, document and organize information pertaining to servicing customers, delivering a product, sending out an RFP, selecting vendors, etc.

5. Ease Of Finding E-mails. Let’s face it; we’ve all had the daunting task of trying to find an e-mail sent months ago. An e-mail archiving system would allow you to perform searches of both keywords and attachments to find e-mails in minutes – even seconds – rather than hours or days.

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Can’t afford to be down for days? Then take heed of these 3 easy (but critical!) steps to make sure you never have to experience extended downtime, data loss or corruption:

1. Keep an on-site AND off-site copy of your data. You never want to rely solely on an on-site backup. If a fire, flood, natural disaster or burglary happens, you’re out of luck. Plus, it’s smart to have a backup of your backup – especially when it comes to your business’s data!

2. Throw your old tape-drive backups out the window! If you’re still using tape drive backups, you could be in for a HUGE surprise when you try to pull the data off of them. Tapes are highly volatile and have a failure rate of 100%. ALL tape drives fail at some point, and often without warning. Plus swapping tapes is a major pain! There are far easier and more reliable ways to back-up your data. If you want some suggestions, please call our office.

3. Image your server and workstations. Imaging your server and workstations is similar to taking a “snapshot” or “picture” of your hard drive. Not only does it make a copy of the information (data) that is stored on them, but it also makes a copy of all the software programs, personal settings, favorites, desktop icons, network settings, printer configurations and EVERYTHING exactly as it is in your current computer. This will enable you to be back up and running in 90 minutes versus days because rebuilding a server that has crashed, burned or been otherwise incapacitated takes time.

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