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The Importance of Email Archiving

Dealing with the data deluge anytime, anyplace!

Are you finding it difficult to manage storage requirements, retain the data that is needed, and dispose of information that is no longer needed in a way that can be defended to regulators and the courts?  

The growing deluge of data in virtually all organizations makes it increasingly difficult to find and retrieve needed information in a timely and efficient way. Organizations that must find and produce data for legal or regulatory purposes, that must enable employees to find their own information in the course of doing their work, or that must reduce the amount of “live” storage to improve the efficiency of their systems, need a better way of addressing these problems. 

According to a recent study by Osterman Research (sponsored by Waterford Technologies) – Archiving as a Key Element of Good Information Governance, managing storage growth is not the only motive for archiving.   – “Archiving business records is the first step in enabling a proper defense during regulatory audits, legal actions, and in other situations in which older content must be retained”. Every organization will have the inevitable lawsuit, regulatory inquiry, or other reasons to search for much-needed information. You can get access to the White Paper here.  

Information governance can be defined as “policy-based control of information to meet all legal, regulatory, risk, and business demands”. It is an essential best practice for any organization, but particularly larger ones that must satisfy a complex set of regulatory, legal, and other compliance demands. Archiving technologies – solutions designed to capture, index, and store content – are an integral component of any information governance capability and must be considered as part of an overall information governance initiative. 

Key reasons for email archiving –  

According to the study – there are several reasons why organizations must retain email content in an archiving platform.  

  • Archiving is a Good Defense – the traditional role of archiving is defense, ensuring that information is retained in case someone comes looking for it.  
  • Legal Considerations- The proper management of eDiscovery capabilities in conjunction with a good archiving solution is a best practice – relying on backups to do so is not.   
  • Regulatory Compliance – almost every organization and industry face some level of regulatory compliance obligation to retain records.  
  • End-User Self Service- Good email archiving enables greater user productivity by allowing employees and others to spend less time looking for content.  
  • Storage Management – one of the benefits of a good email archiving solution is its ability to improve system performance by reducing the amount of “live” data that must be stored. 
  • Knowledge Management- Organizational decision-makers should appreciate the wealth of information that their organization has available to them if they properly archive their email and file data and implement the right analytics for understanding this data. Archived information can reveal insights about the organization that simply are not available from any other source. 

Email archiving is an essential best practice that every organization should pursue to protect against the failure to find critical data during litigation, regulatory audits, or simply when employees need older information. Furthermore, while archived email and file data can be used for these types of defensive purposes, the same data set can also be used more proactively to better understand various processes and practices within an organization. The benefits of using archived data in this way can lead to competitive advantage, risk avoidance, improved policy compliance, and a better understanding of how an organization operates. 

We invite IT, compliance, and legal decision-makers to join Michael Osterman, Research Analyst from Osterman Research and Griffin Tamura, Head of US Sales, Waterford Technologies as we explore in greater detail the following topics/ questions:  

  • What are the drivers for implementing an email archiving solution?  
  • How long should companies be keeping data and what are the best practices for retention? 
  • The impact of the pandemic- what are the long-term ramifications?  
  • The importance of extracting insight and intelligence from archived data.  
  • How to implement the right archiving tool.   

Webinar – Now on Demand

Watch Now  

If you have questions you would like Michael or Griffin to answer, please send them to us via Twitter direct message: @Waterford_Tech  

Featured Speakers

Michael Osterman
Osterman Research

Michael Osterman is the principal of Osterman Research, Inc., founded in 2001. Since that time, the company has become one of the leading analyst firms in the messaging and collaboration space, providing research, analysis, white papers, and other services to companies like Dell EMC, Trend Micro, Malwarebytes, and many others. 

Griffin Tamura
Director of Sales US,
Waterford Technologies

Griffin Tamura has been a solution specialist at Waterford Technologies since 2012. He studies trends and uses cases for email and file archiving so he can provide helpful guidance to organizations that need help managing their storage bloat of email and file data, optimize their infrastructure and locate needed data quickly.

Laura Stotesbury  

Head of Marketing