Businesses conduct a great deal of their day-to-day operations over email. However, they may find it difficult to keep track of the hundreds of messages exchanged each day and this may prove to be a hassle when they need to access a particular mail for record purpose. With the use of cloud computing technology businesses have now found it easier to use cloud email archiving to keep track of all important communication.
Understanding Email Archiving
The backbone of any business is the information that travels back and forth between employees, customers, vendors and others dealing with the various aspects of the business. Email archiving is an IT application integrated with any enterprise email server so that emails can be stored in a systematic manner. Apart from storing the application it also offers indexing, so that you are able to access the emails in a quick and seamless manner.
Importance of Choosing the Best Cloud Email Archiving Services
Each year, organizations send and receive thousands of emails and nearly 80-90% of intellectual property is stored in these communications. As emails contain so much of important data, businesses should not settle for anything other than the best email archiving services.
Although emails are vital source of information it often becomes difficult to manage and retain them as the volume increases. It may also present much compliance, legal and technical challenges. Due to these challenges many organizations have started opting for email archiving services.
Accuracy and speed are things that you need to take into consideration when choosing such services. If the service is slow and does not meet the specific needs of the organization, it is best avoided. You should be able to access the archived emails whenever and wherever you want.
Apart from this, businesses also need to keep regulatory compliance guidelines in mind when making the choice. Audit and security concerns need to be addressed. The services offered should be in line with the industry standards so that you are able to get the best quality service at affordable cost.
The service providers have different plans and you can choose the type of service you want depending on the budget. Choose a monthly or yearly plan as per your individual requirement. You may have to pay extra if you want the service to handle multiple data types, better security, advanced analytics and greater scalability.
Archiving of emails has become a necessity for businesses as they are looking at new and innovative ways to reduce costs and improve productivity. Businesses that have chosen such services have seen a significant improvement in productivity as employees do not spend considerable amount of time searching for information in emails.
Benefits of Choosing Cloud Email Archiving Services
Storage and Easy Accessibility – When you start using cloud computing technology to store emails, you do not require any hardware, software or upfront costs to set up the storing facility. You may be able to access the archived email from any web browser and this helps provide a lot of convenience. Authorized employees may be able to access it from office, home or when traveling.
Comprehensive Search – You may be able to do a comprehensive search using message text and attachment. Apart from this you may also be able to customize the reports based on user, date and other similar specifications. As all information sent and received is kept on record you may be able to search for any record you want easily.
Reduce Costs – Businesses that manage emails on their own and have an in-house storing facility may find it expensive. Traditional in-house archiving can prove to be an expensive exercise as the volume of data keeps increasing. Choosing email archiving services can help reduce costs and improve productivity as it minimizes the hassle of email server management. Employees are saved the trouble of searching hundreds of emails to access any particular information.
Secure Transmit – Encryption of emails ensure that they are transmitted in a secure manner. The encryption helps protect if from unauthorized access. The emails are also stored and protected using passwords and only employees authorized to access them may be able to do so. This helps prevent data theft.
No Storage Limits – One of the biggest benefits of using a cloud email archiving service is that you need not worry about storage limits. As there is no memory limit you do not have to worry about the size of the email or its attachments. All that you need to do is to pay extra for the higher data storage you want. You may be able to save many years of data without any problem.
As emails are often the main form of communication for businesses, they need to be stored in a safe environment for future reference. Choosing cloud email archiving services can help you keep them secure and enable you to access them in a seamless manner whenever necessary.
Again, as data security is a major concern, it is important that you check the reputation of the email archiving service provider. Read reviews so that you can choose wisely. Ask about the privacy policies of the service provider and see if they comply with your specific requirements. It is advisable to ascertain where the data centers are located so that you are aware of where the important data is stored.
There are some email archiving service providers who may provide a free service for 30 days. This can enable you gain knowledge about the type of service offered. Businesses can choose the service if they are satisfied with the professionalism and cost.
When you choose the best cloud email archiving services, you may be able to expedite the search for archived information and get access to it within seconds. This can help save a lot of time and effort. So irrespective of whether you have to access a week, year or ten year old archived data, you may be able to do so easily. In addition, take time to look at the many options available and choose those that best suit your business size and requirements.