Email has become an integral part of the business workflow, and has become a primary channel of business communication over the past years. Majority of inquiries, price quotes, purchase orders, and other business correspondence are done through email now. All information being passed on through email constitutes a record. Consequently, email must be retained for a minimum period of time, often established by statutes.
If you still let end users manager their own email, you will soon have to face hard drive space and backup problems.
First, email build up on Outlook and that not only eat up local hard drive space, but also slow down the PC. Second, End users either don’t know or don’t have time to do regular backup. If the PC crash for any reason, everything is gone.
Regularly backing up of Exchange server is still not good enough. Going back to backup tape for a 2 year old email is almost like trying to find a needle in a haystack.
The best way for storing e-mail is through archiving with a SAN or NAS. A copy of the e-mail plus any attachments can be sent to a centralized, reliable, high capacity storage network. When a user wants to permanently save the e-mail from customers, suppliers, or coworkers, a stub can be left in the user’s inbox as a link to the centralized storage network. This system can be designed with flexibility, at least enough storage space to archive e-mails for as long as necessary.
Why archive company email?
Compliance and Regulatory Requirements: Governmental agencies and other regulatory organizations, have established requirements for message retention, accessibility, and security. To be in compliance, organizations must establish archiving systems to retain electronic communications and assure that requested materials can be retrieved and presented in a timely manner.
Better Protection: It allows administrators to setup access restrictions. These restrictions secure and protect intellectual property rights as well as ensure data integrity and confidentiality in compliance to the statutes. It also provides additional protection against accidental or intentional deletion of emails by end users.
Improve Business Continuity and Disaster Recovery: Organizations require secure long-term storage of email communications. With an archiving solution, an organization can continue to access its complete message record even when its mail servers or local data systems become unavailable.
Legal Precautions: Organizations must be able to retrieve relevant messages in the event of legal discovery, audits, and business investigations. An archiving solution assures that evidentiary-quality records are systematically stored in a central repository, and with security in place to guard against issues of tampering.
Better Storage Management: Archiving solution reduces the amount of online email and offload storage from email servers. This helps ensure that email server performance is maintained, minimizes storage costs. Email archiving also eliminates the need to search for personal archives on each and every local machine whenever litigation support is requested.
Better Search Capability: Emails stored in a local hard disk of a PC or removable media is rarely beneficial to your company. Apart from the high cost involved to search every single PC in an organization during a discovery request, it represents a security and intellectual property risk for the company. Without an effective email archiving system, finding an email record on a local hard disk of each and every PC is worse than trying to find a needle in a haystack.
Improve Productivity: Effective searching capability eliminates interruption to end users and IT staff, fee up their time and so improve productivity.
Your mail server is not the ideal place to store all organizational email. Email archiving lets you find what you want quickly. All you need to input your query, and let the SQL database handle the rest. All messages meeting your criteria will immediately be displayed, and the need to perform any type of restore a thing of the past.
It allows you to archive past, present and future emails into one or multiple databases, providing both the network administrator and employees with a number of benefits.
Benefits for both network administrator and end users.
Network administrators can now avoid the pains of PST file management and:
- Eliminate corrupted PST files and the lengthy troublesome process of ‘fixing’ them
- Overcome the risk of PST loss in the case of hardware failure on the employees’ workstations
- Free yourself from complex backup plans to copy PST files from each employee’s workstation.
End users can perform the following actions without needing the assistance of a network administrator:
- Use their browser to easily locate and access all their emails from anywhere in the world
- Quickly restore emails back to their mailbox through a OneClick Restore process, avoiding the cumbersome process of retrieving an email from a backup tape or disk, saving the network administrator’s time.
With increasing number incoming and outgoing emails each day, Exchange message stores grow over time. They can quickly become nearly unmanageable, and negatively impact server performance. By archiving all email messages in an external database, more stringent mailbox and message store cleanup/maintenance practices can be undertaken. The more efficient SQL Server database acts as your accessible message archive, while your Exchange servers benefit from a smaller message store, and better overall performance.