Why is email archiving important and why you should consider it

December 05, 2016 by Jatheon

What Is Email Archiving?

It would not come as a surprise if many small business owners didn’t even know what email archiving means. Email archiving is basically a system which enables centralized storage, protection and discovery of all email communication flowing through a company.

“Email archiving” wouldn’t normally ring a bell for a small business owner. The general impression is that the regulatory requirement of keeping all company email records for a certain number of years, falls only on enterprises, and hence the inapplicability of email archiving solutions to smaller businesses.

This is not totally accurate, since there are certain categories of small businesses, which are affected. There are thousands of small companies in the financial sector, for example, that are affected by regulations such as Sarbanes-Oxley, SEC and National Association of Securities Dealers (NASD).

The general indifference of small business owners towards email archiving does not come as a surprise, given that many think the price points more than outweighed any benefits.

 

Why should you archive email

Small business owners would do well to consider the benefits that email archiving can have for them and their company. Specifically, the benefits are as follows:

 

1) Safeguard Mission Critical Data

It is not an overstatement to say that information that is critical to any businesses – client communications, documents, records, contracts, invoices – flow through its email system. Often, this information is lost or locked away in individual inboxes, frustratingly inaccessible when needed the most, and hostage to a fickle email system or a disgruntled employee on his way out. Email archiving ensures that all this information is stored, backed-up and safeguarded centrally on an ongoing basis.

2) eDiscovery

Email archiving solutions have search and discovery tools built into them to ensure that companies have access to the specific information they need, when they need it.

3) Legal Concerns

Although a large majority of small businesses don’t think they are required by law to store and conserve their business email communications, they may find themselves in a messy litigation, and required to produce historical email records under a subpoena. At other times, the presence of historical email records may help the small businesses owner in building a case in litigation against, say, a defaulting partner.

4) HR Benefits

The HR department may find email archiving to be an invaluable tool at their disposal, and a protection against staff email misuse. Numerous situations can be thought of to exemplify this – an in house investigation, monitoring for workplace harassment, or arbitration of employee tribunal cases before going to court.

 

Given the above benefits, small businesses may want to give email archiving a long and hard thought. With email archiving solutions from Jatheon, you can now archive your emails with ease and peace of mind.

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