Tuesday, May 29, 2012

Making Sure Your Email Archiving Software Is Top Notch

In less than half a century, email has become the primary means of communication in the world of business. Orders, directives, and requests are all directed through email these days. It remains as one of the most convenient ways to transfer large numbers (and sizes) of files quickly. You can find so much of what a business does through its email, so having a good email archiving software is important not only for reference purposes but also for compliance.

Reliable data storage

Proper storage and retrieval for your email is important. Since important data goes through email, there must be a way to store it in its original state and allow your staff to retrieve whatever email they want whenever they need it.

The second has to do with compliance: the government itself recognizes the fact that email has become an integral part of how corporations and organizations do business. Because of this, email has to be part of any report made to the government.

This means your email archiving software must be a reliable backup. Preferably, this must be in real time, not in point-in-time. Real time recording of email ensures that the correspondence is in its original state as much as possible. Whenever your staff accesses the stored email, or you submit reports to government agencies, you can be sure that what people are looking at is as close to the original source as possible.

Fast retrieval of email means big savings in time and effort and less chance of wasteful work duplication. Storage must also be as secure as possible to ensure the reliability of your email as a source. Some of the most reliable email archiving software ensures tamper-proof storage by keeping them heavily encrypted and in read-only format.

Additionally, it pays to have an email storage system that has multiple backups. Because email forms a good chunk of your business communications, losing them can cost you. Multiple backups spread in many off-site locations helps prevent this worry.

Keeping the spam away

With the rise of email comes the rise of spam. This kind of junk email makes up a large amount of email traffic worldwide. It can be as harmless as a chain letter or extremely destructive as a well-disguised communication with a virus payload.

Other than being a source of annoyance or viruses, spam can clog up your inboxes and storage space with the digital equivalent of junk. Memory costs low these days, but too much spam can take up valuable space You can easily get a hundred spam in a single workday, and if each has around 10 kilobytes, that is easily a megabyte worth of junk in your email storage.

This is why having a reliable anti-spam service is also important. Filters will redirect the spam away from your inboxes and allow for easy removal. Coupled with excellent email archiving software, your company is prepared for the demands of 21st century business.

Mae O'Connell recently had email archiving software and anti spam service installed for their business.

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