Irrespective of the immense growth of Social Media, E mail still stands as one of the ‘De Facto’ tool for corporate communication. As per a recent survey more than 300 billion emails are being sent worldwide almost on a daily basis. However the use of emails is also not without problems. The increasing numbers of mail messages are typically unstructured and also uncontrolled, yet they can contain significant information for your business and organizations. And this is where the importance of storing emails comes into play. Still, simply backing up mails or storing them is not enough because in today’s lawsuit friendly world, you also need to know the correct ways of storing and retaining emails so that you are able to produce them whenever there is an acute need. And this is exactly when you need a robust cloud storage security to address the three significant challenges of email usage such as storage, regulatory compliance and internal policy management, without getting deep into the other associated complications of managing and maintaining an in-house email archiving system.
An offsite email archive is thus categorically designed to capture the whole span of activities that constitute any specific project. In fact the details, which are presented in a particular email thread thus can sketch a total picture of the project, right from the decision making, to the genesis of a marketing campaign, right from the design evolution of any particular product to its lifecycle. Simply put, in a number of ways the email archive typically represents the IP of any organization. Needless to say those organizations should have the ability to make the emails threads available whenever there is any acute need hence a cloud based email archive solution stands as one of the most sought after solutions. To make things easier, to simplify access, responsive search tools and also ceaseless availability of data stands as the rudimentary elements of hosted archiving solution.
Cloud storage security also plays quite a staggering role in shielding Intellectual Property. In fact rapid access to the archived and authenticated email documenting can help in confirming the patent holding.
There is no denial of the fact that today’s business environment thus calls for an agile and effective message archival system that is cost-effective and also readily available. Seamless search features teamed with effective retrieval facility for satisfying the regulatory needs has now become the need of the hour.
However selecting just any email archive solution is of no use hence organizations need to be selective when it comes to the point of choosing the best email archive solution on the cloud
Here are few tips –
Take a look at the scope of archiving: Take a closer look at the archiving scope to stay away from the ineffective ones. Consider whether or not the solution is capable of storing and retrieving all email components, including versions, attachments, copies and metadata.
Consider the Ergonomic and design of the appliance: Does the archiving solution fit in seamlessly with the daily workflow and with other application, on which you bank on? For instance, if you exchange messages with Microsoft Outlook, then select an archival appliance which will be able to archive messages and search for other earlier messages within Outlook.
Scalability: The email archive solution which you select should be able to scale dynamically for accommodating larger volumes of messages, additional users, new regulatory requirements, as well as changes in organizational policies.
Accessibility: An access to the contents of the archive should also be available to all legitimate users from anywhere and at any time.
About the Author: Audrian Cambell has been a company head and he knows how email archive solution and cloud storage security works to help you maintain your emails storage and makes your job fast and easier. Here he wants to share his knowledge about email spam filter service and how they help you and your organization in accessing emails easily.
