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The advent of electronic mail has revolutionized the process of business communication, both externally, as well as, internally. Letters, tangible files, and hard copies of documents have been smartly replaced by electronic mails. Modern day businesses rely on it heavily. As a result, communication with clients, suppliers, customers, and other stakeholders will come to a halt in the absence of apt messaging systems. This is the reason companies are implementing mail archive software to store, search, and recover enterprise data when needed in the future. To know more, continue reading.
When an organization is sued by a party, firm, or individual, the business is required to produce records pertaining to clients and staff. Even records exchanged between the company and any financial institution need to be presented on an event of legal discovery requests. Most of these documents are stored in a company’s mailbox, and should be safe, tamper-proof, and auditable. If you go by facts, you will find at least 10,000 compliance guidelines globally. And, any court of law takes compliance regulations very seriously. That’s why enterprises need to implement the best email archiving solution to protect data and produce them when needed. Failing to do so will result in severe legal penalties. Do you remember the Morgan Stanley case of 2005? The company was fined a whopping $1.57 billion! That’s enough money to make an organization bankrupt.
Sometimes, organizations are also accused on charges of intentional tampering of business data and evidence. In such scenarios, company directors are not spared if evidence is not produced in court. It might result in legal fines, or imprisonment in some of the cases. To avoid such legal hassles, corporations are required to store tamper-proof files, documents, and records as long as possible. That’s because you will be required to produce records no matter how old they are. It can be 2 years or 7 years old data. With an effective archival solution implemented, companies can pull out old information in seconds.
Generally, each staff is allocated a limited storage space, and beyond that a user cannot have more emails than the specified number in their inbox. This implies one has to delete previous messages in order to read new ones. Then, how do you know that the old messages will not be required in the future? It might be eDiscovery requests, or for resolving some internal compliance issues. Then, mails that contain project specifications or details is not possible to delete. This is where the role of mail archiving systems comes into play. Corporations can save considerable disk space with mail archive software. That’s because.PST files can be eliminated that take up so much of disk space.
So, when looking for archival solutions, make sure it permits compression, auto-archival, and centralization of emails. It should also allow for knowledge management. If the software you are opting for offers unlimited storage facility, then you are in a win-win situation and need not worry about physical disk space anymore. Last but not the least is that archived solutions will lessen IT cost to a significant extent.
Do you have any questions? Please comment.
About the author:
Audrian Cambell has been a company head and he knows how mail archive software works to help you maintain your emails storage and makes your job fast and easier. Here he wants to share his knowledge about best email archiving solution and how it helps you and your organization in accessing information easily.
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