January 27, 2016
Let’s face it. Emails and emailing is now an essential part of every business and most companies have come to depend on it for many things, not just correspondence. Emails have even become a medium for conducting business deals with, making it essential that anything that is sent to and from this medium of communication be as detailed and as concise as possible.
The problem with using emails as constantly as we do nowadays is that it becomes rather congested and bogged down, making loading times last longer than necessary. This is where archiving comes in. When it comes to archiving however, you should know that there are a few things that need to be considered.
For starters, you will need to ensure that whatever emails you archive are kept as-is. This means that these should not be open to alterations in any way, even though these can be easily accessed and read by whoever is authorized to do so. The use of what is called a Write Once Read Many system (or WORM) is ideal here since you write once (when you archive), but can read it many times without any capability for editing included.
The next thing that you need to consider is the kind of archiving service you should choose. There are physical systems that require the use of large servers to be placed in an area in your place of business, and these can raise your overhead costs quite a bit. This is because of the fact that you will need extra space for these servers, which will require additional rent to be paid.
One of the better and more cost effective options that many companies opt for is cloud email archiving. The reason why these are more cost effective is due to the fact that this is oftentimes a shared service where different companies shoulder the cost of using the servers that house their archived information. Apart from that, these are also housed in their own buildings, reducing the overhead rental costs that you would have had to cover if you had these servers in your building.
Why should you archive to the cloud? There are many benefits to choosing cloud archiving apart from the cost. One of the main reasons why a lot of companies choose to use this option over a physical one is due to its scalability. You can increase the storage capacity of your cloud server when you find that you need the extra space and not before. You also don’t have to worry about needing extra physical space to do this as you would physical servers when archive expansion is required.
Another benefit you get from cloud email archiving is the added security. Most cloud servers have quite an extensive security system made for their business, since this is what they have to guarantee their customers. The security systems they use are often multi-pronged to ensure that nothing can access the information contained within, and that nobody can tamper with the servers that are being used to hold the data as well. This means that, apart from encryption and other virtual safeguards, physical security systems are also in place when you choose to use cloud archiving, and at no extra cost to you.