Importance of Email Archiving

Emails are a major form communication in business, they are now being used to store records of a company, due their increased use, they must be stored in the records of a company for the same period of time as written records, since critical information about a business can be found in emails, it is wise for a company to invest in an archiving system so as to secure and be stored with ease of access

Message contents and attachments are extracted by email archiving systems from incoming and outgoing emails, a good archiving system is that that ensures that information remains in its original state, information is indexed and stored in read only format, more and more space is created in the email server, this is by storing emails in compressed formats, information to be presented in a court of law should be as complete as possible and stored in an original state

When a company submits all its records in a way that is not required and is not presented in the original form, it could be charged guilty of spoilage and may thus face a penalty, an archiving organizes information by saving it in an index manner, this reduces the time used in the search process, emails can also be accessed easily, in archives emails do not face the risk of spoilage or being tampered with since they are stored in original forms

A business email system is the repository for knowledge about the industry, with an archiving system, the information that is contained within the repository can be accessed easily, ordinarily this would not be an easy task, an archive system do sort records, does provide advanced search of messages and retrieve tasks, generally, an archive system can be managed in two ways, as an in-house solution, or as a hosted solution that has a third party

An in-house archiving has the repository in a server than is within the office building, this is advantageous in that it offers greater control of data, it also boosts the integrity and maintains the confidentiality of information, even though the information is handled by internal staff of the company, there is an IT security systems team, a company has to buy an email archiving system as well as a server that will be hosting it, hosted solution has a software application located on the server of the companies email, it captures an email and transport it for archiving to a third party data warehouse

Since email archiving systems are of great importance in the modern business environment, it is vital to store and record all information that flows in and out of the business, in a court of law emails are now an evidentiary proof, email archiving systems stores emails in an orderly manner which enables ease of access, rapid searches and retrieval process, an archiving system is advantageous in terms of efficiency, saving time and financial gain
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