How Does Email Archiving Work?Īn email archive supplements an existing email system (which can, of course, continue to be used as before). local PST files, emails that exist solely on email clients), and the ability to restore historic emails. Such directives could include retention policies for specific emails, centralized archiving of distributed emails (e.g. Without an archiving solution in place, email governance policies issued by a company’s management will be difficult, if not impossible, for the IT department to implement on its systems. The option of archiving relevant emails professionally as the cornerstone of a comprehensive email management concept should be a part of every IT strategy. the GDPR in the EU and the CCPA in California), we would advise all IT decision-makers to address the issue of email archiving proactively. The self-service aspect ( users can run archive searches themselves to retrieve individual emails) significantly reduces the workload on an IT department (especially the service desk), but it is not available in every archiving solution.ĭue to the increase in email traffic and the tighter regulations seen in many markets in recent years (e.g. Usually, only a professional email archiving solution can address this need. In order to put this communication resource to effective, productive use, users must be able to access all their emails easily and quickly at all times. where emails are being used as evidence) or where data subjects are asserting their rights under the EU’s General Data Protection Regulation (right of erasure/right to access data, right to restrict processing, etc.), a company’s management or legal/compliance team must be in a position to search for and retrieve data from its entire email stock efficiently at all times. These include the healthcare sector and the financial industry, as well as public authorities and educational institutions. Often, industries sending and receiving large volumes of sensitive, personal data by email are subject to stricter regulations. Depending on the country and industry, processing emails and storing this data over time so that it is permanently available can be subject to different legal and regulatory requirements.But these systems were never designed to store and provide large amounts of data over long periods of time, and this can give rise to technical, legal and financial issues: Most companies have excellent email servers or groupware solutions for email communication. What is the challenge for email management? what benefits email archiving can deliver for your business, above and beyond IT.how archiving and backing up data differ, and.how the right software can reduce the burden on your IT department,.why email archiving should be part of a comprehensive IT strategy,.This guide is aimed at IT professionals wishing to obtain a general overview of email archiving. Preserving this knowledge over time so that it can be used efficiently by colleagues can play a crucial role in a company’s success. As a rule, data sent by email are not usually stored at a separate location, but reside in workers’ mailboxes, giving rise to fragmented data silos comprising years of knowledge and expanding on a daily basis. Managing this resource, however, can be a challenge. Not only is email an important means of digital communication, but it is also a comprehensive and valuable information resource for companies. Email Archiving – An Overview for IT Decision-Makers Why Archive Emails?Ī Guide for IT Managers and System Administrators
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