Why Advanced Search Matters So Much in Email Archiving

August 03, 2017 by Jatheon

One of the main advantages of email archiving is that it enables users and admins to retrieve important digital data in an instant. But how do you retrieve something if you can’t find it? A particular message or conversation you’re looking for might be buried under piles and piles of newer messages.

Easy access to every single message is essential

Having access to past digital communication data is critical for regulatory compliance, eDiscovery, business productivity and reputation management. So what happens when you need to find that one email that could ultimately save your business?

That’s why your email archiver needs powerful search options. Top-quality archiving solutions usually contain two types of searches ‒ quick and advanced search.

Quick search is typically built for regular users, that is, company staff members that do not have special permissions to access the archiving appliance. This feature allows users to search through their own mailboxes where the number of messages usually does not exceed a couple of hundreds or thousands.

Advanced Search, however, is an entirely different story. It allows select users, compliance officers or admins to search through millions, even hundreds of millions of emails. In other words, it lets you search through terabytes of data, narrow down your search and filter the search results, leaving you with a manageable amount of data. You will be able to use a combination of various search parameters and find not only specific emails, but also attachments, social media posts and instant messages simply and efficiently. Some of the search criteria can include email attributes such as the sender, the recipient, the message subject, the message body, attachments, attachment size etc.

Advanced search allows select users to search through millions of emails and terabytes of data. Click To Tweet

With advanced search, sifting through terabytes of data is an easy task

If used for a litigation case, for example, the quick search functionality would leave you with too many results, which means it’s not really suited for complex queries. Advanced search, on the other hand, lets you structure your search much better and end up with a manageable number of results. It allows you to search for data across servers, locations and departments. When you set the date range and actually perform the search, you’ll be amazed at how fast the results appear.

To be truly prepared for an #eDiscovery request, you need an archive with powerful search options. Click To Tweet

To sum up, it’s not only enough that your data is safely archived. To be truly prepared to present data quickly in case of an eDiscovery request, you need an archive that is easily searchable and that offers a variety of criteria to facilitate the search process.

For more info on email archiving and search options, schedule a demo with Jatheon today.

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