In eighteenth century New England a young Benjamin Franklin was just learning to craft his writing style to better communicate his thoughts to his peers, and what once took Ben weeks or months to convey in the business world back then is now transmitted globally in seconds today. Business communication certainly has changed since then, and the need to store and retrieve the increased volume of business correspondence has evolved as well. How many emails did you personally send and receive yesterday? Globally, nearly 2.4 million emails are sent every second, which equates to 205 billion emails per day and 74 trillion every year.
This heavy reliance on email is causing email infrastructure costs to rise by 30% every year. And businesses - let alone the email systems themselves - are struggling to keep up. But there is a solution to the problem: Email archiving.
Archive Your Business Emails You Say?
Why does my company need to spend time, money, and energy on email archiving?
With a company-wide email archiving system, information from multiple sources and channels can be archived on a daily basis. And any file, document, voice recording or attachment in your email server will be safe and sound when archived in the appropriate place.
Consider the statistics above. For businesses and companies using a considerably greater amount of email data, it's important to have a more robust system in place to properly manage your electronic content storage instead of relying on one internal email server.
Will it Increase Performance and Reduce Email Storage?
Archiving not only increases performance but also is a functional way to access, search, and centralize your data. A third-party archiving system will also reduce storage needs so you can properly restore and backup data - improving server performance. It makes operations more effective, minimizes risk, and improves business efficiency.
Email archiving is also essential for regulatory compliance. It all depends on what industry you're in, but state and federal regulations like the Freedom of Information Act (FOIA) and state public records acts lay out specific measures you must take to ensure the safety of company data. Plus, if you face an investigation or liability lawsuit, you know you're protected and can easily find the appropriate evidence.
Email archiving is also a way to preserve your company identity and offers immense insight into business operations and trends. Archived content is indexed, so you can search by keyword or use metadata to analyze interactions.
But implementing an email archival system means you'll have to look closely at your company's organizational and data management system. You'll need to think about speed and reliability in the context of your organization's workflow and processes. And you will also need to ensure it will be user-friendly, be a seamless integration, and bring value to the organization.
Archiving your emails can reduce costs and stabilize systems. It will help organize, manage and discover business-critical information from any email system your business uses. And it will respond to the rising demand in legal and compliance regulations. Some systems can reduce mail server volume by nearly 80 percent.
From storage benefits to e-discovery techniques to regulatory compliance, email archiving should be top of mind when discussing your next IT purchase. After all, it's an investment in knowledge at the end of the day.
"An investment in knowledge pays the best interest." ~Benjamin Franklin
In part 2 of our post, we'll be discussing the details on how to archive your emails to the cloud.