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Content Management: Reasons for Adopting An Email Archive Solution
Email has become a primary tool for business communication, and management of the content found in emails has become increasingly important for businesses.
Three reasons for adopting an email archiving solution:
1. Mailbox Management. Very often the storage costs for keeping email on a server like Microsoft Exchange are very expensive. Offloading email and attachments to an archiving system can save storage costs and often improve performance by shrinking the size of the data kept within the email store.
2. Compliance. Email archiving solutions can assist in complying with regulations like Sarbanes Oxley, GLBA, FRCP, SEC and HIPAA. Email messages often contain critical information that are considered to be both company documents and company assets.
3. eDiscovery. Archiving solutions are important for legal reasons. The archiving system can help locate requested email documents and also provide realtime monitoring of email activity and enforcement of potential violations of email policies.
A 2005 AIIM study found that these major drivers for adoption of email archive solutions:
– 58% Increasing volumes of email in the organization
– 40% Potential to provide email during litigation
– 39% Damage or Loss experienced by the company
– 30% Sarbanes Oxley
– 24% Media coverage of Compliance failures
By adopting an email archive solution, organizations can save considerably on storage costs. Email archive solutions can identify email attachments that may be common across many email and can replace multiple copies with a single instance. Compression of email messages attachments is often done more effectively by the email archive compared to storage within the email server.
The archiving solution typically provides search and administration functionality via a central dashboard application that helps simplify the task of email management. And finally, email solutions help enforce archival and record management rules, ensuring that document retention policies are adhered to.
