Why Should My Business Spend Money to Archive Email?
Any business that uses email—which is just about every business, these days—should strongly consider setting up an email archiving system. Investing in an email archiving system now can save you time and money in the long run, and help to protect you from legal problems too.
Archive Isn’t Just a Fancy Word for Back-Up
Some people think that archiving email is just a technical term for backing it up. But that’s not the case. An email archive copies and saves your email in a format that cannot altered.
The contents of the emails, along with attachments, are extracted and saved in a read-only format. This ensures, for both legal and business purposes, that the emails’ contents cannot be tampered with or accidentally deleted.
Additionally, email archives are designed to be easily searchable. That way you can quickly and reliably access to the internet gives past emails that you need to find. A basic back-up system generally isn’t searchable, at least not in any convenient way.
Legal Reasons for Archiving Your Emails
For some businesses, email archiving isn’t just an option—it’s required by law. Many industries, including financial, healthcare and energy, must comply with governmental regulations that require saving emails in an unaltered form and in a way that can be easily accessed.
But even if your business doesn’t have to follow regulations like those, email archiving can be extremely important for other legal reasons. If your business is ever involved in litigation—as many businesses these days are, at one point or another—then you may be required to produce relevant emails.
If you don’t have those emails or cannot easily find and retrieve them, it could cause serious legal and financial harm to your business. Aside from dealing with litigation, you could also need to produce emails for compliance audits or if your business is being investigated.
None of us like to think that our business might be the subject of an investigation or face a lawsuit, but it’s better to be safe than sorry. Investing in email archiving can help to protect your business in these situations.
Information is Money
Think about how much information about your business is contained in your emails. There’s not only the intellectual property being discussed in the emails, but also the information that can be gleaned about your business and marketing practices.
From this perspective, securely archiving emails is like putting money in the bank. Those unaltered emails can be used to prove that the intellectual property discussed in them belongs to you. They contain the knowledge of your employees, protecting it from being lost if those employees move on to other jobs. New employees can use the searchable email archive to retrieve that knowledge and learn from past employees.
And the emails themselves can be analyzed for insights into improving business practices, like determining the most effective ways to communicate with customers. Because email archives are designed to be easily searchable, they make this kind of analysis much faster and easier to do.
Decrease Waste and Enhance Productivity
Email archiving can also help your employees to be more productive. Without email archiving, users will often have to spend hours managing emails, determining which to save and which to delete, how to organize them, how to set things up so they can find those emails again when they need them.
Often in this situation, employees either end up saving almost everything, creating a major storage problem on your servers, or deleting almost everything, including important emails that needed to be saved.
And when emails need to be retrieved for business or legal purposes, employees waste even more time trying to find them. An archiving system takes all of these burdens off of the users, so that they can focus on doing their actual jobs, not managing emails.
When Disaster Strikes, Cloud-Based Email Archiving Can Save the Day
Another thing we don’t like to think about, but absolutely must prepare for, is disaster recovery. Floods, fires, tornadoes and other disasters can happen to any business.
Cloud-based email archiving stores your data in the cloud, where it will be waiting for you when the disaster is over and you’re ready to get back to business. Considering again how much of your business’ information can be found in your email, this is an extremely valuable benefit that can play a major role in getting you back on your feet.
You’ll Never Run Out of Storage Space in the Cloud
Finally, another advantage of cloud-based email archiving is that you never have to worry about running out of room on a server. Cloud-based archiving gives you unlimited storage space. As your business grows, your email archive will grow with it. Setting up a cloud-based email archiving system now is an investment in the future of your business.