Why is it Important to Archive Emails?

Learn how Archiving can help with Risk Management, improved Productivity,
Scalable Performance and Simplification of email Management

60% of business critical information is stored exclusively in email - IDC

That makes it vital to have an email archiving strategy to ensure eDiscovery, regulatory compliance, litigation support, Storage Management, information availability, data backup, and business continuity. Read on to understand the benefits of archiving emails.

Watch this short 3 min video to understand why email archiving is important for your business. The narration focuses on the core benefits of a cloud email archiving solution and gives you a brief background on how email archival to the cloud works.

How Cloud Email Archiving Benefits Your Enterprise

Centralise and Do more
with Archived Email

E-documents are scattered across locations including email servers, PST files on local desktops, laptops, mobile devices, backup devices and other removable media. An email archiving solution, ensures that all these email are collected and stored centrally, much before they are delivered to the user.

A central access to all this information reduces internal inefficiencies of finding information across all these locations and dealing with deleted or lost emails. Besides recovering lost information, having all this email data at a single spot, 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

Several of our customers have demonstrated success with using ediscovery to improve productivity of their teams. E.g. one of our customer is using ediscovery to perform quality analysis of communication by customer support staff, while yet another is looking for frequent issues being tackled by their teams. With some quick queries, SMBs can also use the eDiscovery feature to obtain key statistics such as new leads, new accounts closed, customer appreciations, customer feedback, etc.

Recommended read: Leverage archived email data with ediscovery

Ensure Data Security and Availability which is critical to business continuity

It’s a Digital Economy Now and Data is more valuable than ever before. This means that the most crucial piece for business continuity is to ensure safety and security of the information. We propose simplifying the storage piece and leave all the heavy lifting of providing extreme durability and reliability for the storage by a cloud player like AWS. AWS cloud offers storage in the sky with near 100% durability, which means that you never ever lose data once you write it to the cloud store.

Email Data backup should figure in an organisation's long-term data strategy, which entails moving data that is no longer actively used, to a separate storage for retention.

We propose moving mail to a separate operational infrastructure to provide another level of reliability and also will help you during migrations or outages on the primary platform.

This will help you recover mail easily, when required and be ready for regulation compliance. It also makes you more productive since the backups are now automatic and happen inline with the mail flow.

Recommended read: 4 Reasons To Consider Cloud Archival For Your On-Premise Email Solution

Simplify Email Management

Old Methods have run their course & are a Drain on productivity.Traditionally ensuring 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 form, in chronological order. Searching and finding information in these devices is next to impossible.

These old methods are fast being replaced by a new way of storing information on elastic, infinite storage mediums on the cloud, which are well leveraged by tools like Vaultastic, to simplify the entire strategy of having a copy of the data in a separate operational infrastructure with guaranteed durability.

Once all your data, from the beginning of time is available to you, indexed and accessible in seconds, without needing to restore or locate tapes, you have ALL your information on a tap and have achieved 100x gains in productivity.

Manage Risks and ensure Compliance, which is critical to a disruption free business

Businesses need to retain email data. which is older and still necessary for future reference and for regulation compliance. Such email archives are indexed and have an easy search to make discovery and retrieval easy. An archive protects your organization against all kinds of situations, which cause data loss such as accidental or malicious deletion of mail, data corruption on desktops, laptops or loss of end point devices.

By archiving email to a central cloud store, and by using Vaultastic’s ediscovery feature, you can search within emails and attachments across email boxes of multiple users using email attributes such as sender, recipient, attachment, dates, domains, keywords etc, to quickly locate information required during a litigation

eDiscovery is prominently used by enterprises, both large and small, mainly to support litigation.

Improve Primary Storage Performance and Scale

Compliance regulations have made it mandatory for enterprises to store old email data for certain predefined periods of time. Add to it the fact that the size of average email itself has grown from 22KB to 350KB.

Your IT team can deploy a hierarchical storage architecture, with the most recent mail on the live store and historical mail data in a cloud store to be accessed on-demand. This leads to reduced load on the servers (less data to work with!), boosts performance and simplifies email data management.

Boost Personal Productivity with a self help portal

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 increases end user productivity and reduces the IT tickets, thereby boosting IT productivity as well.

Access archived email during Outages, Down times and Migrations

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 an 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.

Migrating Large Volumes of Data is slow, challenging and vendor dependent.One of the most heavily worked team at Mithi is the Migration team, who, during on-boarding is always at work figuring out ways to transport legacy data from the earlier mail platform to our platform. 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 outs, this process can take anywhere from 1 day to a few months. In a subtle way it leads to vendor lockins and customers resist migrations for this reason.

We propose that 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 need not migrate any mail from the earlier system. Simply start afresh and refer to older mail on the cloud.
Recommended Read: Easy Data in and Easy data out.
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