How Automating the Email Archiving Process Will Make Your Life Easier

November 13, 2017 by Jatheon

As Tom Peters once said, “almost all quality improvement comes through the simplification of design, manufacturing, layout, processing and procedures”. The essence of automation is to increase efficiency, simplify procedures and allow us to accomplish them without thinking about them. “Set it and forget it” is the golden principle of both automation and online communication data archiving.

A Quick History of Email Retention

Following the advancement of email, document retention laws (including Sarbanes-Oxley, GLBA, FOIA, FRCP and others) were amended to include electronically stored information, including email and social media content. Before email archiving solutions first appeared, there were two major ways for employees to preserve records of their online communication ‒ to print the email or to take a picture of it and save it in physical form.

It soon turned out, however, that the old-fashioned principles of hard-copy document retention could not be applied to electronic documents. With vital email metadata missing and with the possibility of editing and tampering, documents retained in such a way could never hold up in court. Moreover, it was impossible to meet the strict legal discovery deadlines because finding a specific document still required manual digging through the actual physical archives.

Email Challenges in the 21st Century

We now know that an average corporate worker sends and receives approximately 120 email messages a day. Without proper management, that number of emails can easily turn into 2400 in a single month, and amount to 36,000 per year. The fact that further complicates the story is that, in times of strict compliance laws and regulations and intense eDiscovery, hitting “delete” is no longer an option.

Have you ever wondered how much office time gets wasted on email? A detailed 2016 study by Adobe returned some startling results ‒ an average white-collar worker typically spends 4.1 hours a day checking email. Checking is one thing, but locating a long-forgotten email is a whole new level.

Full Automation with Email Archiving

Email archiving technology was invented to save time and effort and increase productivity. In addition, the automatic archival of your corporate email and social media accounts brings relief to your mail servers, ensures compliance and facilitates eDiscovery. Wondering how?

The automatic archival of your corporate email brings relief to your mail servers, ensures compliance and facilitates eDiscovery. Click To Tweet

With email archiving, your organization will be able to automatically capture, preserve and protect all inbound, outbound and internal messages, together with their metadata and attachments. A complex indexing system will allow you to access the archive and locate a specific email or thread quickly and easily. Apart from enabling you to recover lost or accidentally deleted emails, email archiving will accelerate your audit response and guarantee a smooth eDiscovery process. When it comes to regulatory compliance, email archiving solutions allow you to define and set various data retention policies and assign user roles and permissions to staff members. By doing so, you can prevent unauthorized access to your company’s sensitive information, specify retention periods and automatic deletion of data after a policy expires. Most importantly, you’ll have the peace of mind that every single one of your messages, be it email or your corporate social media account, is safely stored in a tamper-proof repository that you can simply set and forget.

Automatic email archiving gives you the peace of mind that every single one of you messages is safely stored in a tamper-proof repository. Click To Tweet

To learn more about the advantages of archiving email, read our white paper “The Top 10 Benefits of Email Archiving.” For hardware considerations, check out our eBook “5 Reasons to Choose an Archiving Appliance with Server Grade Hardware.

To experience Jatheon’ solution first hand, test our software and learn more about email archiving ‒ schedule a demo and we’ll be happy to show you around.

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