Why Companies Need To Archive Their Business Email And Why They Should Be Stored In The Cloud

Posted by MailGuard Editor on 25 June 2014 03:30:00 AEST

Email has become a form of communication that companies cannot live without. In many businesses now, email may even be the most important and most commonly and widely used form of communication. In fact, in this year alone, the average business email account will receive 81 new emails per day and send approximately 39 per day (Radicati.com). That’s a lot of material coming in and out of each electronic mailbox!

Another indicator illustrating just how important email is was shown in a report completed by Osterman. This reported that 75% of a company’s Intellectual Property is contained within email and messaging systems.

It’s easy to see how widely used emails are, and how important the information contained in them is. So why do you need to store them? There are three main reasons for archiving emails:

1. Compliance with Statutory Regulations
The first and most important reason for archiving emails is to ensure your business is compliant with any statutory regulations. In some cases, statutory email retention periods may extend up to 10 years. You need to be aware of any regulations, and ensure you emails are archived in compliance with these.

2. Litigation Support
In the unlikely event that your company or business activities become involved in a lawsuit, email records may be required to make up part of your “Litigation Discovery”; that is, the submission of relevant information to support the case. With email being such a crucial element of communication for businesses, and having captured a range of legal documentation including quotations, purchase orders, sales and transactions, it is highly likely that you will require email support in the event your company is involved with a lawsuit. Archiving your emails will ensure any information contained in them can be easily re-discovered to support any business case.

3. Improving the Business
As stated above, 75% of a company’s Intellectual Property may be contained in email and messaging systems. This means that our every day emails contain large quantities of useful information which could be used by the business to review processes and business methods, and assist in developing better business systems and a more productive environment. Email archiving ensures that this knowledge is safely stored, ready for use if and when required.

Now that you are aware of the importance of archiving your emails, where should you store them?

Cloud Storage is by far the best email archiving available. Here’s why:

Reduced Costs: With cloud email archiving, there’s no need to purchase special software of hardware. You won’t require upfront or ongoing maintenance. There’s no need to have a dedicated IT staff member or professional to manage your email archives. In fact, you’ll be able to easily manage your budget with a fixed price email archive solution.

Increased Productivity: Using cloud storage means real-time retrieval for you and your staff without requiring the assistance of an IT professional.

Safe Storage: Email archives such as SafeGuard, store emails exactly as they are received, in pristine condition. You can rest easy knowing that all your important emails are archived, all in their original condition.

No Limits: Email archiving in the cloud offers unrestricted capacity. Regardless of how many emails your business receives, there will be a safe place for them in the cloud. You’ll never need to be concerned again about losing data, storage or mailbox constraints.

Currently, more than 75% of businesses are failing to adequately archive critical business information, leaving vast quantities of mail either clogging computer networks, lost in routine clean-ups or destroyed due to hardware failure. Don’t let your business be part of this.

Our SafeGuard email archiving will keep your important data safe. Find out more about SafeGuard Email Archiving and how it can benefit your business here, or contact us for more information.

Topics: Cloud Computing Industry News Email Email Archiving Email Security

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