Email Archiving is a hot topic for business and government agencies of all sizes. There are many benefits in adopting this technology.
The top 7 reasons to adopt an Email Archiving solution are as follows:
- Compliance with FRCP (Federal Rules of Civil Procedure), HIPAA, Sarbanes-Oxley (SOX), FOIA (Freedom of Information Act) and many other regulations are forcing organizations to archive and retain email and other communication records like chat and telephone calls.
- E-Discovery: Organizations today need to have an automated Email Archiving retention policy in place. Organizations that allow each employee to manually archive their own email are at risk for potential litigation. If an automated retention policy is in place then retention for the whole organization is consistent with established policy and risk is reduced.
- Storage Optimization on Microsoft Exchange Systems: Users want more space to save emails. This fact makes it very difficult and expensive for Exchange users. If Exchange is limited in storage, then users save emails in PST files. This creates a storage management headache as well as a compliance headache. Effective Email archiving can eliminate this issue.
- Email Business Value: Users want access to emails because they contain business value. That value may not be needed for 1 year, but when it is needed, users want it. If email archiving is limited to simple backups, then this business value is practically impossible to locate, and therefore wasted.
- Email Search Productivity: It is estimated that employees waste between 2 and 4 hours per week searching for specific emails. An effective Email archiving solution could eliminate most of this because of its Enterprise Search capabilities.
- Knowledge Management – Email systems are one of the biggest repositories of intellectual property and business information for organizations. An effective Email Archiving solution can harness this information asset, allowing for reporting, mining and analytics.
- Quality Management – The notion of Quality Assessment is somewhat new to the Email and Communications archiving market. An effective Email Archiving platform must have a Quality Assessment module so department heads can score their team members’ email communications. This simple add-on is required for team building, improving customer service and to satisfy internal communication needs.
In summary, a full cycle email archiving solution with the options of full communications capture (Email, Chat, Web and Voice) is necessary for business and government organizations.
