Why do you need to archive email?
Your organization needs to be clear on this, or you could end up with a completely over-engineered and expensive solution that's not required. There are 3 main reasons to archive email:
- regulatory compliance
- internal policy and
- capacity management
Most organizations need to archive for one or more of these reasons to minimize risk and improve system resource usage.
Compliance
Regulations in the US say many organizations need a secure and audited copy of every internal and external email to be kept in a searchable archive. These regulations apply to many UK companies doing business in the US and the viewpoint seems likely to be applied in the EUas well. To meet regulations, emails must be copied to a secure archive and indexed for fast retrieval.
Policy
Policies relate to automated rules-driven archiving for best-practice data retention and email management. Common sense says that long-term email storage needs managing in line with your data strategy, not only to reduce legal risk but also to improve resource usage. What is archived, where to store it and for how long, while retaining user access to emails, are the critical factors.
Capacity management
Oversized mailboxes are slowing down the email systems that just weren’t built for that much volume. Archiving from overloaded mailboxes on to more efficient media can be better for the user in terms of response and the IT team for resource usage.
For more information about our email archviing solutions, please email us at info@c2c.com.
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