Updated: October 4, 2022
We all know that email is one of the most widely used communication tools in business. On an average, a business with 1000 employees is more likely to receive 40,000 emails per day.
With such a staggering number of emails coming in everyday, it can be difficult for organizations to keep track of emails and the information stored in it. This is where email archiving comes into play. Here are the top five reasons why your business needs to archive emails.
1. Safeguard Intellectual Property
Every company has a different type of precious information and intellectual property in the email flow. For some companies, the emails could be holding data like company documents, contracts, research information, financial details, planning documents, and much more.
If an employee accidentally deletes the email, the information stored in the email is lost forever. You would not want such a thing to happen. If your emails are archived, you always have an option to retrieve the information you lost easily.
2. Data Management
Data management is a big problem when handling email communication. Considering the staggering number of inbound and outbound emails, your internal server may face storage space crunch sooner or later.
When you use email archiving solutions, you can easily manage a large number of emails on the internal server without any fear. You will always have the confidence of retrieving an email from the archives whenever you need.
3. Knowledge Center
An email archive is like a browser history which can be used as a tool for analysis and improvement. For example, you might want to know how one of your company representatives responded to a customer complaint and what are the different ways employees respond to different customer issues. Through email archives, you can research many queries which can help you operate better.
4. Business Continuity
System failures and breakdowns are unpredictable. Such events lead to loss of data including email communication records and your company may have to start from square one.
With email archived safe in the cloud, you will always have a backup of all email communications that can be restored when your business systems are up and running again.
5. Legal Requirements
In many countries, government regulation requires companies to retain, secure and keep the email communication accessible. Such regulation ensures companies can provide requested materials whenever required such as in litigations or e-discovery cases.
Businesses which fail to comply are more likely to be fined heavily by the related industry bodies or courts. Also, your company’s name linked to non-compliance can damage your reputation irreparably. Archiving email ensures legal compliance and security against fraudulent claims and litigations.
Long story short, it is important for organizations to employ email archiving solution to keep their valuable communications safe and easily accessible to run smooth operations.
Do you have any questions about archiving emails? Please feel free to comment.