Why should you focus on Email Archiving?

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Why Cloud Based Email Archiving? Importance, Reasons & Benefits | Vaultastic  

A centralised, secure and search-ready repository of email ensures Reduced Data-Related Risks, Improved Productivity and Compliance Readiness. Get started with archiving your critical email data - Reduce risk. Optimise cost. Gain agility.

60% of business-critical information is stored exclusively in email Source – IDC
"3 percent of companies experiencing data loss which extends for 10 or more days, will file for bankruptcy within one year" Source- The National Archives and Records Administration

This statistic makes it vital for your organization to have an email and information archiving strategy to ensure the long-term preservation of business critical data.

Availability of tools to help with information governance, data management, deep ediscovery, and extraction ensure data security, litigation readiness, and compliance readiness.

Managing the High Volume, Velocity and Variety of email is challenging

  • 60% of business critical information is stored exclusively in email - IDC
  • 4GB is the average annual growth in a user's archive account - Mithi
  • 126 messages are expected to be sent and received, on average, per business user per day, by the end of 2019 - Radicati
A 200 member organization will add 1 TB of critical email data to the archive annually.
Microsoft 365
Microsoft Onedrive
Google Workspace

Vaultastic - centralized, and agile information archival

Providing protection, visibility, and agility for business-critical data to ensure business continuity and manage compliance and change

Centralised email archiving boosts organizational productivity

Traditional email preservation methods create fragmentation and make it challenging to locate information on-demand.

A typical data access request can stretch over several days as IT teams sieve through the raw data on disparate mediums.

An email archiving solution with a self-help portal empowers users to find and extract their emails, increasing end-user productivity and reducing the IT workload, thereby boosting IT productivity.

Email archiving ensures Data Security and Availability for
business continuity

"70 percent of small firms go out of business within a year of a large data loss incident" - Microsoft

Lack of dedicated resource and planning is often the most common problems at small businesses.

Often these deficiencies are compensated by active communication, making the lines of communication (and related data) extremely important to the Management, Continuity, and Success of a small business.

A safe and secure central email repository in the cloud that captures active and legacy email data from your primary mail solution can provide the necessary support for this initiative.

The separate email archive infrastructure reduces data lock-in risks and can be accessed by the users during an outage on the primary mail platform to support business continuity.

Simplifies Email Data Management form information on tap

Traditionally, ensuring the safety of email data required much heavy lifting in a backup strategy, backup tools, backup storage, processes, and redundancy planning in case the backup itself is lost.

Typically, organizations store all this information in a hierarchical, chronological order in the raw state (not search ready). Searching for information from these backups was a long-drawn affair (running into days at times).

Old methods create technical debt & are a drain on productivity.

Modern digital businesses opt for email archiving to durable, elastic cloud storage in a search-ready form.

Automation governance tools help you manage this information to simplify your data management efforts further.

All your email data is now available on "tap" on-demand, providing vast productivity improvements.

Improve your primary email solution performance with email archiving

The growing volume of email use in businesses is causing mailboxes to proliferate and hit limits.

This mailbox bloat progressively slows down the mail solution and the email clients due to increased sync times and heavy storage consumption.

An email archive can create a hierarchical storage architecture with the hot and most recent email on the primary email service and all legacy email available in the library.

Since a copy of all emails is archived in the cloud, it is safe to automatically and continually trim the user's primary mailbox to contain the bloat.

A bonus of the hierarchical storage architecture is the simplified data management and safety, security of all the emails.

Ease compliance and litigation readiness with Email archiving

To remain ready to handle compliance requests, a business needs to have an immutable central repository of all their email data, which is accessible and searchable on-demand, with solid tools for data extraction.

Traditional methods are not suitable to achieve this. Penalties for non-compliance are heavy, and the governing authorities are becoming more watchful of lapses in compliance.

"Penalty of up to INR 1 crore for listed firms for non-compliance of norms" -SEBI

A cloud-based archive of all your email, including legacy email, can help you build this safe, secure email data lake that is search-ready. Strong ediscovery and extraction tools can help you service compliance requests accurately and on time.

Easy migration with email
data archival

Migrating large volumes of data can be slow, challenging, and vendor dependent.

Typically, when you use an email system for a few years, many email data accumulates on the email platform.

You would need to pull out all that data from the earlier mail solution and import it into the new platform to move platforms.

Considering that most systems have controls to slow down large-scale data extractions, this process can take anywhere from one day to a few months.

Cloud email archiving enables you to keep a copy of every mail-in an alternate operational infrastructure on the cloud.

Thus, your users can access their mail from the cloud during migrations or even during planned downtimes.

And you don't need to migrate any correspondence from the earlier system. Simply start afresh and refer to older mail on the cloud.

Say no to data fragmentation with email archiving

In your organization, emails are scattered across email servers, endpoints, backup devices, and other removable media. This growing fragmentation of email data makes it difficult to gain visibility, control, and find information quickly.

A cloud email archiving solution ensures that all these emails are automatically collected and preserved centrally to prevent data loss, set up automatic governance rules, and enable multiple levels of access based on the user's role in the organization.
About Vaultastic

Vaultastic’s groundbreaking information protection and data lifecycle management platform offers centralized archival & supervisory controls, quick discovery, and data activation for easing compliance management.

The key feature is its on-demand data management service, automatic storage management, atomized discovery, and activation, delivering cost savings of up to 60 percent over other methods.
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