he concept of enterprise email

archiving is now the need of the

hour. Law mandates that users

require instant access to their business

messages irrespective of its age, in order to

maintain high service levels while

simultaneously enforcing retention and retrieval

and this is why more and more companies are

now relying on the cloud based email archival

solutions.

Needless to say, in today’s business environment, an email (as the mode of

communication) has been viewed as more useful and rather flexible than

telephone. And in such a corporate world that progressively relies on email

communication for sending or receiving business content, it is indeed significant

for organizations in meeting the challenges of policy driven email management.

And this is where more and more businesses have started banking on the cloud

based enterprise email archiving platform for storing, retaining and retrieving

their business communication.

Failure in creating certain decisive policies and seamless procedures for email

management can cause serious and dire consequences. State and Federal law

mandates that organizations need to retain their business email and messages for

a stipulated period of time and should also be able to retrieve it whenever there is

an acute need. Law mandates that users require instant access to their business

messages irrespective of its age, in order to maintain high service levels while

simultaneously enforcing retention and retrieval.

As a matter of fact, the business’s ability in maintaining and leveraging incredible

quantity of email is somewhat directly proportionate to the user friendly attribute,

robustness and ease of management of the email archive. Quite ideally therefore,

T

businesses when reviewing the effectiveness of a proposed enterprise email

archiving solution also need to consider the following significant questions:

Does the email archival solution provide the company with -

o Rapid and instant access?

o Guaranteed content authenticity?

o The sheer ability of enforcing and retaining the disposition policies on an

item basis?

o User friendly as well as robust email management?

Indeed, these are some of the basic questions which should be viewed prior

establishing an archiving system which matches the businesses criteria. However,

an interesting Cohasset Study has shown that 93% of organizations believe that

digital records would be significant in the future litigation, hence still many of the

companies keep their backup tapes for an extended period of time. To be honest,

this is exactly where organizations mainly err. Yes, using backup tapes as the

email archive is a staggering mistake which carries with it the dire consequences

and necessary fines, which corporates might have to face at the court of law. Well,

this is typically because digital tape as the media offers neither information

authenticity nor speed. Therefore, trying locating a particular mail message on

one mammoth back up is an impossible task whatsoever. Not to mention that on

time and permanent disposition of messages (after the requested time period) is

equally significant in ensuring that the business complies with the state , Federal

and industry regulations as well as follows internal control procedures, which are

being established by the corporate governance initiatives.

Although initially enterprise email archiving was put in place for typical

government compliance and regulation. However over time it has evolved equally

critical for internal operational efficiency as well as governance. That’s right;

assuring integrity and mail authenticity is definitely not a feature offered by the

traditional storage solutions and these requirements are the key components in

steering more and more companies to consider cloud based email archival

solutions these days.