If an organization is to be successful, they have to effectively and safely manage their electronic correspondence in the long term. Most communications, nowadays, regardless of how large an organization is, are performed using electronic systems. Unfortunately, this also means receiving a lot of spam messages and other unwanted messages. To top it off, businesses have to be able to comply with eDiscovery requests by law. One way to achieve all of this is through proper email archiving solutions. Let’s take a look at its key benefits.
- You Can Search Quickly, Hence Productivity Will Be Increased
In the past, if you were to receive an eDiscovery request, or other such type of request, it would mean a staff member would have to go down to the archives and sift through page upon page of information, reading one disk after another. Now, all you have to do is type a few keywords into your search option, and the system will find it for you.
- You Will Be Compliant with all Relevant Laws
Numerous laws now exist about eDiscovery requests that all businesses have to be compliant with. Good email archiving solutions are fully compliant. This means that, should you face legal action, you can always access the relevant correspondence.
- IT Costs Will Be Lower
Before the cloud, IT departments had to spend a huge amount of their budget on storage, retrieval processes, complex backup systems, and more. Today, however, they can spend their budget on actually developing the IT infrastructure, because the email storage is kept on the cloud. The cost of email archiving is peanuts compared to the cost of having your IT department hold responsibility over it.
- You Can Quickly Restore Your Data
Most agree that one of the greatest benefits of email archiving is that you can restore your data very quickly. In fact, it takes just a few seconds to put something back where it was. You can do that whether you archived by accident, or whether things have changed and you simply want it back.
- Your Mail Servers Won’t Be Overloaded
This is another very important issue. Because your system manages every email that comes in, it also ensures you don’t get flooded with spam email anymore. This is very good for the overall quality of your server.
- You Are Protected Against Information Loss
If you don’t store your data on the cloud, there is always a chance that something will go horribly wrong. For instance, a natural disaster could destroy your backup source. Or a clumsy employee could spill their coffee on their computer. Either way your data will be lost forever. By using a cloud based service, no matter what you do to your machines, the information will still be readily available.
- Your Data Will Be 100% Secure
By using email archiving solutions, your data will no longer be stored on a local server, but rather by an external provider. This means that the responsibility for safety and security lies with them, something that they are very good at.