An increasing number of enterprises have started using email archiving solutions and they have a good reason to do so. The Federal Rules of Civil Procedure (FRCP) have undergone a modification in December 2006 as a result of the US Supreme Court orders. According to the Supreme Court, all kinds of information including those stored digitally needs to be produced in the court of law during a civil lawsuit if so required. Enterprise email archiving has gained tremendous relevance especially after this order was passed.
Why archiving is needed? In addition to the above mentioned recent modification in FRCP, there is a need for worldwide companies to ensure complete protection of all company emails. Everyday a corporate enterprise receives multiple emails containing relevant data, confidential messages related to the business, customer complaints or appreciations, and so on. Now these emails need to be stored properly for future references. An important email which gets deleted can hamper a company’s reputation and its business growth and development. It is because of this fact that email archival is essential for the enterprises.
Legal Lawsuits and eDiscovery eDiscovery refers to the usage of an information from the computer to produce at the court of law. According to sources, majority of corporate enterprises are using emails to prove their innocence in a legal lawsuit. Since maximum written communications today takes place in the form of emails, organizations have understood the importance of storing all emails for any time usage in the future. Relevant business mails should not be allowed to be deleted or modified by an employee putting company reputation in stake.
Saves Time and Cost Enterprise email archiving helps in saving a lot of time and cost. Professionals don’t have to spend time searching for specific emails since all emails gets stored in a centralized database for easy access anytime. Labor cost involved in searching for relevant business emails is also quite high since professionals have to spend a good deal of their time looking for lost mails each day!
Storage Management With a large number of emails flooding the inboxes every day, there is an urgent need amongst the enterprises to increase the storage space. Best of
enterprise email archiving solutions improve the capacity of the messaging servers by transferring older emails to a centralized database.
Knowledge Management Besides storage management, in-house or cloud based email archiving service also leads to effective knowledge management. Emails send by an employee or customer containing important messages, reports, files, personal details, and attachments can be successfully saved for future reference. Besides, all emails of an employee who has left the organization can be viewed and accessed over and again anytime.
No Purchasing or Installation Required Cloud based email archiving services don’t need to be purchased, installed or maintained. Individuals located in various parts of the world can access a cloud service to send and receive electronic messages, 24/7. Thus, businesses can save money which they previously required to spend to buy and install in-house messaging servers.
To conclude the usage of email communication will continue to rise in the coming years. As per the “Email Statistics Report, 2012-2016” conducted by The Radicati Group Inc., “In 2012, the number of businesses emails sent and received per day total 89 billion. This figure is expected to grow at an average annual rate of 13% over the next four years, reaching over 143 billion by year-end 2016.”
