Electronic mail has become the principal means of business communication. Be it a small, medium-sized, or large corporation, order, requests, guidelines, and directives are all sent and received via email. Corporate houses transfer huge volume of files of varied size with the click of a button. These files include word documents, presentation slides, and PDFs. This means a company’s mail box is flooded with countless data. And, if it keeps accumulating for years, an organization will have problems relating to storage and retrieval. This is where the significance of the best email archiving software
comes into play.
Not all messages that enter your mailbox are important. There is something called spams. These are unwanted mails containing malicious viruses, spyware, or malware. Manually deleting these messages is not only a cumbersome task but also complete waste of productive man-hours. It’s also difficult finding crucial client mails in the maze of spam messages. This is the reason companies are now considering email archive software to store and retrieve critical business data, as well as, get rid of unsolicited mails. Let’s continue reading to learn more.
No business can do without safe storage and recovery of crucial corporate information. There must be a technique to store info in its original form and enable employees to recover the same, as and when needed. The need for recovery may arise out of legal issues and eDiscovery requests. In the United States especially, companies are frequently sued for acceptable and unjustified reasons. Therefore, if you are required to submit reports during lawsuits, it’s imperative that all text mails and attachments like word files and PDFs remain in their original format, and not tampered with.
Archival solutions also need to be implemented to ensure quick retrieval of data. Let’s cite an example to make this clear to readers. Say for instance, XYZ Company has been sued by some person or party. To prove innocence in a court of law, the firm needs to produce all relevant business data within a specified time as mentioned by the court. In such a situation, with an archiving solution in place, the organization will be able to produce all pertinent records within the stipulated time. Even if, the data is 3-4 years old, specific emails will be retrieved within seconds! Once data is produced in a court, it will save you from paying hefty legal fines or imprisonment. Moreover, all mails stored in archival systems are tamper-proof because they are aptly encrypted and in read-only form. You can also backup chunks of corporate communication, and so your business does not run the risk of losing them. Losing data can cost your company heavily.
Topnotch and best email archiving software gets rid of junk or spam messages. These messages might look harmful but are extremely perilous for sensitive and confidential client information. That’s because spams are well-disguised messages with viruses to attack your company’s computers and laptops. Spams also take up considerable inbox space. This is the reason an archiving solution is the need of the day to safely store, restore, and keep unsolicited mails at bay!
What have been your experiences? Please leave your comments.