Over the past decade, electronic mail or email has become an inevitable part of the business workflow. Everything of an enterprise’s business survives somewhere in the email. The growth of email has raised concerns pertaining to security and storage of data and further, businesses are under obligation to maintain email records for years together. Today, a large number of business organizations are opting for email archival solutions to address issues such as legal and storage management issues. More businesses are now using archiving for disaster recovery and for monitoring employee communication. The following article explores the benefits archival email hosting and why it is important for organizations.
Benefits of Archiving Email:
There are many reasons to why an enterprise archives email messages. The reason could range from regulatory compliance to business benefits, from litigation support to knowledge management.
Compliance: The major drivers behind the increasing demand for email archiving are the various state and federal regulations.
- Some of the regulatory acts include the Sarbanes-Oxley Act (SOX), Financial Industry Regulatory Authority (FINRA), Gramm-Leach Bliley Act (GLBA), and Freedom of Information Act (FOIA).
- Today, more than 10,000 regulations exist in the world.
- Businesses are compelled to retain their email records like any other corporate records.
- Failing to keep with the regulations, a business could face severe penalties including enormous fines or even criminal charges.
- For example, in 2006, Morgan Stanley, a leading global financial services provider, was fined $15 million for failing to produce emails to the Securities and Exchange Commission and for misleading the SEC investigators.
- With a regulated archiving system in place, emails can be checked for compliance and retained for a long time based on the email content.
- These regulations reduce the risk of exchanging inappropriate content.
Litigation: Litigation process involves data retrieval for issues such as human resource concerns, regulatory compliance, and client correspondence validation to name a few.
- An enterprise that fails to submit the requested information can be found guilty of spoiling data.
- According to a recent data, nearly 66 percent of IT companies have referred email archives to support their firms in legal cases.
- In addition, 63 percent of IT companies have been ordered to produce employee emails by a regulatory body.
- Storage and Optimization: Email archiving provides an effective and permanent solution to email messages while clearing up resources on important servers.
Backup and Disaster Recovery: Loss in large volumes of emails is a business disaster. To protect against severe loss of email, email archival solutions enable enterprises to restore their email systems.
Storage Management: Storage management has always been a major issue with organizations.
- Corporate email traffic doubled between 2005 and 2009, messages increased from 65 billion to 120 billion.
- An archiving system automatically offloads data and improves server efficiency.
Knowledge Management: Vital content of an employee is maintained even when the employee leaves the firm.
Email hosting solutions have become the best record keeping format for electronic communication which organizations now find invaluable.