Businesses worldwide send and receive millions of emails on a daily basis some of which are confidential in nature. All important business emails need to be stored carefully otherwise chances are they may fall into wrong hands and may be misused to undervalue the reputation of a company. For example, ex-employees may seize confidential mails to degrade company image. Best of email archival solutions can be used to setup access restriction to relevant emails. The primary task of an email archiving solution is to securely store bulk of emails that are evidence of a company’s interaction with its customers on a day to day basis.
With the changes in the Federal Rules of Civil Procedure (FRCP) in 2006, US organizations have started paying more importance to email archiving. It is because FRCP states in a federal civil case, if required a company have to produce relevant information that is stored digitally. To put simply, email is subjected to legal discovery. Email archival solutions lead to effective storage of all emails – older and new for instant access any time, 24 hours a day. As per the court of law, if an organization fails to produce relevant information or emails needed during an investigation, then the concerned organization can be penalized, fined and its license get cancelled by the court of law.
Key advantages of using an email archival solution:
Ensures Protection against Legal Problems – With an archiving software, companies can easily search and access older emails to produce at the court during investigations to resolve allegations brought by a customer.
Quick Implementation – To use a cloud email storage solution, you don’t need to install or maintain a specific client server.
Increases Storage Space – The capacity of inboxes to store emails can be increased to a great extent by using an email archival system. All older mails can be stored in the centralized database for universal access anytime.
Save on Costs – The cost of maintaining a cloud-based email storage software is quite low. Hence, businesses especially the small ones can use it to effectively pile and access important messages and data.
High Scalability – Such a software is scalable in nature resulting in configuring the same to meet your changing business demands.
Global Accessibility - Email services are subjected to global access. Professionals can access the emails kept in the archive at different global time zones and from anywhere across the world.
Many businesses nowadays are using cloud email services instead of the traditional in-house ones. The major benefit of utilizing a cloud-based solution is that it saves a considerable amount of company capital that would otherwise require to be invested for purchasing the solution. You also don’t need money for installation, maintenance, or up-gradation of a cloud based emailing solution.
Cloud email services are hosted by a solutions provider on a cloud platform to let interested individuals or businesses begin using the solution instantly. Cloud computing offers scalable solutions and email is no exception to that. Best of emailing services are scalable enough to expand with changes in business needs.
About the Author: Audrian Cambell has been a company head and he knows how email archival solutions work to help you maintain your emails storage and makes your job fast and easier. In this article, he shares his knowledge about how cloud email services help in the efficient management of data.
