3 Reasons Why Your Business Should Archive Emails

Email is one of the primary forms of communication used in the world today and given the speed with which the global population is transferring business and personal interaction online, the number of emails which we send and receive each day is only set to increase in the future. According to released figures, as many as 107 trillion emails have been sent since 2010 with an average of 294 emails received per person each and every day.

With all of these emails being exchanged it is no wonder that IT departments have been forced to develop innovative strategies for storage and archiving. Whereas email inboxes previously had a finite capacity, forcing individuals to commit mass deletion on a fairly regular basis, the legal requirement for archiving emails now means this action is possibly disastrous. There are a number of important legal reasons to archive all business emails and utilising the cloud is one increasingly popular way.

1. It is more practical

Archiving your emails in the cloud essentially translates to storing them out of sight and off the main email server. Whilst these emails will no longer be located in your inbox they will be accessible in another folder, offering your staff the practicality and convenience that you need.

In the world of business this is a vital asset as professional correspondence can date back months or even years and companies can never be sure whether or not they will need to access old emails again. Deleting correspondence, even if it was originally received years ago, can be a risky move for busy professionals and cloud archiving is one way to ensure even accidental deletions are not disastrous.

2. It is easier

Exchange does not offer an automatic archive function as part of its core functionality. Cloud email archiving solutions mean that the process and risk of moving corporate emails to a new disk storage space is no longer necessary. Archiving all inbound emails, including those staff delete in order to try and hide anything from a missed response to corporate espionage, means that no matter what, your business has everything ever sent or received. With compliant storage technology, even emails needed for legal disclosure are instantly available.

Enabling a cloud archive also ensures employees are able to access their own archive on the go via an app on their smartphone. This increases productivity and reduces the likelihood that they will turn to their personal email to continue working.

3. It’s safer

Alongside the convenience and practicality, archiving all corporate emails is also a safer option. There are many rules and regulations around email compliance and failing to store all emails, or destroying vital emails, can be hazardous for your company.

The option to archive emails removes the risk of an employee deleting correspondence which may be needed at a later time. At the same time, the high level of security offered with these services ensures all of your emails are protected and inaccessible to others. Cloud storage of your company’s email archive gives you tamper-proof emails and data that allows your email to manage itself – giving you more time to focus on other areas of your business.

Christian Harris is editor and publisher of BCW. Christian has over 20 years' publishing experience and in that time has contributed to most major IT magazines and Web sites in the UK. He launched BCW in 2009 as he felt there was a need for honest and personal commentary on a wide range of business computing issues. Christian has a BA (Hons) in Publishing from the London College of Communication.