Email archiving is a systematic approach to storing and preserving the data stored in e-mail messages to allow fast retrieval. These tools have a crucial role to play in organizations where data permanence is a priority. Email archiving is not only about saving emails; it also requires arranging emails correctly, so that relevant emails can be pulled up as easily and quickly as possible when needed.
What are the benefits of email archiving?
There are many benefits of archiving an email. With email archiving you can free up the previous server space so that you can store more new emails. Your server is configured to accommodate a certain number of emails, so overloading can slow it down and potentially result in a shortage of usable storage space. Mail archiving also ensures that you can quickly access files and messages at any point of time. If you have an email backup then you can easily defend yourself in a legal conflict, provide evidence of an internal or external disagreement, or simply retrieve a file or message that you might have inadvertently deleted.
Why is email archiving the law?
The laws on e-mail archiving are intended to protect all companies and their clients by serving as evidence in any legal dispute. For example, any organization can use email archiving to check illegal interactions between companies. Email archiving can also be used to protect consumers from exchanging sensitive information, such as medical records, test reports, proof of income, and more. With email archiving law, governments can also have access if they accuse a business of tax evasion, bribery, or other high-profile crimes.
For whom and why is email archiving mandatory?
Every business except small businesses and freelances are obliged to archive business emails. This is set out in federal and state law and company data laws. It has been said the government that if any business fail to archive their emails, they may have to face legal consequences and heavy fines.