60% of business-critical information is stored exclusively in email – IDC
That makes it vital for your organisation to have an email archiving strategy in place to ensure long term preservation of email data, along with tools to help with information governance, data management, fast data eDiscovery and extraction to ensure data security, litigation readiness and compliance readiness always.Read on to understand the benefits of archiving emails.
Boost Organisational Productivity
On-premise email archiving and backup solutions are not attuned to the needs of the end users. In such cases, it can be a colossal task to access information on demand. You would have to rely on your IT helpdesk and follow up (at times for days) to gain access to old email data. It is not hard to imagine that it impacts employee productivity.
And a loss in personal productivity is a loss in enterprise productivity.An email archiving solution with a self-help portal empowers users to find and extract their own mail increasing end-user productivity and reduces the IT tickets, thereby boosting IT productivity as well.
Ensure Data Security and Availability which is critical to business continuity
"70 percent of small firms go out of business within a year of a large data loss incident"
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 Management, Continuity, and Success of a small business.
A safe, secure and elastic central email repository on the cloud, which ingests live email from your primary mail platform, can provide the necessary redundancies and extreme durability to support this initiative. The email archive can also be accessed by the users during an outage on the primary mail platform to support business continuity.4 Reasons to consider Cloud Archival for Your On-Premise Email Solution
Simplify Email Data Management
Old methods have run their course & are a drain on productivity. Traditionally, ensuring the safety of email data required a lot of heavy lifting in terms of having a back strategy, backup tools, backup storage, processes, and redundancy planning in case the backup itself is lost. Typically, all this information was stored in a hierarchical, chronological order in the raw state (not search ready). Searching and finding information from these backups was a long-drawn affair.
These old methods are fast being replaced by a new way of storing a copy of the email information on elastic, infinite storage mediums on the cloud, in a search ready, always online form, with very high durability. Automation tools to help you govern and manage this information further simplify your data management efforts.All your data is now available on “tap”, instantly searchable, which provides vast improvements in productivity.
Improve email availability during Outages, Down times
"Disaster Recovery Preparedness Council's annual report found that 20% of the companies they surveyed had suffered $50,000 to $5 million dollars in downtime losses."
Outages/system downtime can also happen due to malware, cyber threats or Ransomware attacks like WannaCry.
A cloud-based email archiving service that allows you to access your archived emails via a self-service portal can also act as a disaster recovery tool and provide alternate access to your archived mail store – INSTANTLY.
While your IT team recovers your primary site, you can continue using your mailbox via the archival system, thus minimizing the impact of the disaster.
De-fragment your email data, preserve centrally and do more with email
In your organization, emails are scattered across email servers, endpoints, local desktops, laptops, mobile devices, backup devices, and other removable media.
This growing fragmentation of email data is making it difficult to gain visibility, control and find information quickly. This is making it increasingly important to consolidate it all in a central repository to prevent data loss, set up automatic governance rules and enable multiple levels of access based on the user's role in the organization.
Besides recovering lost information, having all this email data at a single repository, allows you to do a host of high leverage analytics on the data to gain business insights, identify patterns, and learn how to optimize the business.
An email archiving solution ensures that all these emails are collected and preserved centrally, much before they are delivered to the user.Leverage archived email data with ediscovery
Improve Primary Mail Solution Performance
An average business email user accumulates 4GB of email in a year. Typically, these emails accumulate in the primary mailbox of the users and cause the mailbox to bloat. The side effect of this bloat is a progressive slowing down of the mail solution and the email clients due to increased sync times and heavy storage consumption.
An email archive can help you split the user’s mailbox into two. Since a copy of all email for the user is being archived in the cloud, it is safe to automatically and continually trim the user’s primary mailbox to contain the bloat. This creates a hierarchical storage architecture with the hot and most recent email on the primary email solution and all legacy email available on the archive.A bonus of the hierarchical storage architecture is the simplified data management and safety, security of all the email.
Stay compliance ready, always
To stay ready to handle compliance requests, always, a business needs to have an immutable central repository of all their email data, which is accessible and searchable on demand, with strong tools for data extraction.
Traditional methods are not suitable to achieve this. Penalties for non-compliance are heavy and the governing authorities are getting more and more watchful of lapses in compliance.
"Penalty of up to INR 1 crore for listed firms for non-compliance of norms" – SEBIA cloud-based archive of all your email, including legacy email, can help you build this safe, secure, email data lake. These emails are always preserved and kept search ready. Strong ediscovery and extraction tools can help you service compliance requests accurately and on time
Improve email availability during Migrations
Migrating large volumes of data can be slow, challenging and vendor dependent.
Typically, when you use an email system for a few years, a lot of email data accumulates on the email platform.
To move platforms, you would need to pull out all that data from the earlier system and import it into the new system. Considering that most systems have controls in place to slow down large-scale data extractions, this process can take anywhere from 1 day to a few months you keep a copy of every mail in an alternate operational infrastructure on the cloud.
This means that during migrations or even during planned downtimes, your users can access their mail from the cloud. And you don't need to migrate any mail from the earlier system. Simply start afresh and refer to older mail on the cloud.