Email Archiving Solutions

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Archiving is a developed approach to saving and protecting data in email messages so that it can be gotten to easily at a later time. It is the way of preserving, capturing and making it easy to search all messaging traffic to and from each individual, service or organization. Archiving solutions get content directly from the email application or during transport. Some organizations that must meet certain regulations it is often utilized as the archive captures the message before the other user can mess with it or delete it. The emails are usually then stored on a disk storage and indexed to make future searches more simple. As well as with emails and attachments, some archive applications can also archive other things such as Pst files, public folders, calendars, contacts, notes and contexts.

Email Archiving System

There are many reasons to use software like archiving applications like:

Legal Discovery and Litigation

Email solutions will decrease the overall risk of spoliation and speed up electronic discovery, because emails are indexed, messages are reduplicated, audit trails are provided, and legal preservation could be applied. With litigation support, emails can be retrieved fast and history of the emails exists to prove its authenticity for custody. When retention periods expire, the emails are automatically deleted by archiving solutions application. In order to be compliant, organizations can destroy emails, as long as destructions are done pursuant to a company policy that is stated and the destruction stops right away if any incident matter occurs which could rise to a lawsuit.

 Storage optimization and messaging system

Email messages take up storage on a hard drive or some other storage device. As the amount and size of these, increase simple operations such as searching, retrieving, backup, indexing etc, take more information resources information. Older information must at some point be removed from the email system so that they can keep up a level of performance for their main use, exchange of messages. Archiving systems improve storage efficiency and server performance improves email by removing attachments and emails from the server based on policies by administration.

Email backup and disaster recovery

 Most enterprises today depend on high values of emails efficiently running through their systems. All enterprises require that messaging is a part of the under laying infrastructure. Many people describe systems like Microsoft exchange as the most important and valuable communication and business application in their business industry.

In the e-commerce, employees need access to emails to close sales and manage accounts. Many types of employees often want to keep their emails indefinably but a lot of organizations say for emails to be deleted after a 90 day period. Other emails sent or received out of the company will most likely still exist, even if the company deletes their side. It is important for the company to keep backup emails also received by its clients or employees.

Regulatory compliance

A proper system gets companies to meet regulatory and business records requirements by enabling officers to easily search emails stored in the archive and perform reviews.

  • Monitoring of external and internal content of emails
  • Business continuity
  • records managements

Author Bio:

Bradford Richard is a freelance blogger but has been working as consultant for open source email archiving. Here, he talks about the benefits of exchange email archiving solutions  for everyone.