Why Use Secure Email Archiving

Secure email archiving is a smart move for any business. It offers a range of benefits, allowing you to meet compliance regulations and retain important data without increasing email bandwidth, while saving you money, giving you peace of mind and simplifying email management. Without secure email archiving, you could end up with a costly headache.

Benefits of Secure Email Archiving

By Security Archive your emailsyou will gain numerous benefits to improve your business operations and scale efficiently. Here are some of the key benefits.

Data Retention

Your business probably sends and receives thousands of emails every week, and many times, those emails contain important information worth preserving. However, keeping them on-site and in every employee’s email is not sustainable. Searchable archives can help. You’ll be able to find emails sent or received by past and present employees.

If something unexpected happens—perhaps a data breach or a partner seeking urgent details on a project—you can simply log into your email cloud and search. Plus, all your data is encrypted and secure.

Meeting regulatory compliance requirements

If you are in a heavily regulated industry, e.g. Health Care or finance, you need to comply with additional rules regarding communications. Email archiving can help you meet these regulatory requirements, providing you with a virtual record to refer to in the event of an audit. With this approach, you will be able to meet the regulations of HIPAA, FRCP, SOX, FINRA, GLB, NYSE, NASD, SEC, and other agencies.

Cloud Integration and Backup

Most businesses use Microsoft 365 to host their email, which means their email files are automatically stored in the Microsoft 365 cloud. However, they are not backed up for recovery. Therefore, using this platform alone won’t save your data long-term. By adding archiving integration to Microsoft 365, emails will be automatically archived indefinitely. No extra work for your team!

Protect your intellectual property

Emails can contain various types of intellectual property (IP) and should always be protected. Email archiving gives you this advantage. Capture every email as it is sent or received and achieve an accurate repository without any data loss.

Recover Deleted Emails

Whether accidentally or intentionally, emails often get deleted. These emails may contain critical or sensitive information. The unfortunate reality is that many of your users engage in risky behavior, so it’s always good to have a backup.

Legal Discovery

If you find yourself facing litigation, email archiving can be a powerful tool in terms of discovery obligations because you can quickly search emails and find messages relevant to your case. Doing this manually is expensive and time consuming.

Improve productivity

If your servers are currently overflowing with email data, searching for specific emails can be an arduous and slow process. Additionally, when email inboxes grow too large, employees often have to spend time deleting emails or moving them to other areas. This is inefficient and kills productivity. When you provide your team with access to a searchable archive, they can find what they need in seconds without having to involve your IT staff in the process.

Disaster Recovery and Business Continuity

Do you have an email plan in place for disasters? If all your email is stored on physical, on-site servers, your data could be wiped out in the event of a catastrophic event. However, when email archives are stored in the cloud, your emails are safe, and you can access your information and keep your business running.

Questions about email archiving

While all of these benefits sound great, you may still have more questions about how email archiving actually works. You may think that it would put an unnecessary burden on you. However, when you work with an email archiving partner, you will be able to achieve this with ease.

Email archiving is in the cloud, so no additional hardware is required. It’s easy to set up and doesn’t put pressure on internal staff. Plus, you get 24/7 customer support and nearly 100% uptime.

Email archiving is becoming an essential practice for businesses of any size, and by leveraging it, you can gain many benefits that will allow your business to grow and expand. Learn more about email archiving basics.

Kirsten Barta is senior marketing communications manager at Intermedia