While the telephone remains a vital tool for business, a great deal of transactions and conversations now take place over email. More than 306 billion emails are now being sent every day and a business with 100 employees will typically send or receive around 4,000 emails a day, many of which will contain important information that is critical to the successful operation of the business.
The loss of emails could prove very costly for businesses, as much of the information stored in emails and email attachments is saved nowhere else. In the event of disaster, such as corrupted PST files, hardware failure, or a destructive cyberattack, email data could well be permanently lost.
Not only could the loss of email hamper the ability of a business to operate, it could potentially result in a significant financial penalty. 24% of organizations have reported receiving a request from a court or regulatory body to produce emails. If emails can’t be produced, the cost of the financial penalties do not even bear thinking about. They could prove catastrophic to a business.
Most businesses backup their emails as part of their disaster recovery plans, but there are problems with backups. Backups cannot be searched, so finding emails can take an extraordinary amount of time. To ensure that emails are never lost and can be found and recovered in a matter of seconds or minutes, most businesses choose to use an email archiving solution.
Here we list 10 of the most important reasons for using an email archiving solution.
10 Reasons Why Businesses Should Archive Emails
Data Loss Prevention
One the most important reasons for using an email archive is for data loss prevention. Emails are sent to the archive for long term, secure storage. If an employee accidentally deletes an important email from their inbox, the message will not be lost as it can easily be recovered from the archive.
Mail Server Performance
The amount of emails now being sent places a strain on email servers and having large volumes of emails stored on the server negatively affects server performance. Storage space can also become an issue. By sending emails to an archive, they can be removed for the mail server which will greatly improve performance.
Litigation and eDiscovery
In the event of a lawsuit, you are likely to be required to produce emails related to the case and you will only have a short period of time in which to respond. Finding emails in PST files and backups can be an extraordinarily time-consuming process, and you may have to search through several years of email data to find all the emails you need. You must also ensure that the messages are original and have not been altered in any way. An email archive makes responding to eDiscovery requests and finding and producing emails a quick and simple process.
IT Department Productivity
The IT department has to spend a considerable amount of time on managing the email system and resolving email storage issues. When employees delete or lose important emails, the IT support desk is expected to respond. Sending emails to an archive eliminates email storage issues and simplifies maintenance. Employees can be allowed to access their own archives and can easily search for emails, saving the IT department a lot of time that can be put to much better use.
In the event of hardware failure, email data can easily be lost. Laptop computers may be lost or stolen, again resulting in the loss of email data. Ransomware and wiper malware attacks could easily wipe out the email system and could potentially result in critical data loss. By sending emails to the archive, in the event of disaster, emails can quickly and easily be recovered.
If you operate in a highly regulated industry you will need to retain email data for a set period of time, but all businesses must retain certain types of data, much of which is stored in email. An email archive helps with regulatory compliance. Data can be tagged and retention periods can be set, with emails automatically deleted when the legal retention period is over.
Data Access and Right to be Forgotten Requests
The General Data Protection Regulation (GDPR) and other laws give individuals the right to request a copy of the information that a company holds on them. If a request for access to personal data is received, the data must be produced quickly. An email archive allows you to instantly search for email data and quickly respond to right-of-access and right-to-be-forgotten requests.
There will likely be many occasions when you need to conduct internal audits of email data to find out what employees have been communicating via email. In the event of a customer dispute or an HR issue, you will need to search email data. An email archive makes this quick and easy, and allows you to resolve issues promptly without having to involve the IT department.
In the event of disaster, you will need to have quick access to email. If an employee suddenly leaves the company, you will need to find all emails related to specific clients. With easy access to email and with the advanced search capability of an email archiving solution, you will be able to ensure business can continue as normal.
Searching for lost emails, managing email servers, responding to eDiscovery requests, and producing email data for audits can take an extraordinary amount of time. An email archive will slash the amount of time that needs to be devoted these issues and helps you avoid unnecessary costs. An email archiving solution will more than pay for itself in terms of the costs saved.
ArcTitan – Cloud-Based Email Archiving from TitanHQ
ArcTitan is a powerful, secure, cloud-based email archiving solution from TitanHQ that ensures you will never lose an email. ArcTitan acts as a black box flight recorder for email and gives you total protection against email data loss.
The solution is fully compliant with all industry regulations, email data is protected with end-to-end encryption and is encrypted in the archive, the solution is quick to set up, easy to use, and effortless to manage.
Lightning fast searches can be performed when you need to find emails, with emails sent to the archive automatically at a rate of 200 emails a second with searches of 30 million emails taking less than a second.
There are no limits on storage space, no onsite hardware requirements, and you only pay for the number of active mailboxes. Businesses that use ArcTitan typically save up to 80% of email storage space.
For more information on ArcTitan, details of pricing, or to book a free demo, call the ArcTitan team today!