Here are some myths that have been floating about regarding Email Archiving…
Jessica Bakkers – Waterford Technologies
Email Archiving removes emails from a user’s mailbox!
The main goal of most email archiving solutions is to help an organization instantly capture, encrypt and digitally time-stamp every email that is sent or received through your email server. The archive is created by importing all of the email that currently resides in both the email server and existing PST files. Emails are fully indexed so that they may be quickly searched should the need arise. The best solutions also fully index the attachment text. Ultimately, email archiving does not remove emails from the user’s mailbox. Storage management options are available through options such as attachment stubbing.
End User’s Folder Structure will be Effected!
If implemented correctly, end-users will continue to use their current folder structure and keep all of their messages in their mailbox. To save space on the email server, you can implement “attachment stubbing” which will remove older attachments and replace them with a link to the attachment in the archive. By stubbing out the attachments only, you give your users a virtually unlimited mailbox that maintains their current folder structure.
Archiving is Expensive!
There are many reasonably priced email archiving solutions in the marketplace. It is estimated that the average cost for an organization to find an old email without an email archiving solution is $13,000. The cost of an email archiving solution can often be less than the cost of fulfilling one e-discovery litigation or Freedom of Information Act (FOIA) request.
Regular Backup is as good as Archiving!
In order to maintain a complete and secure archive, you need to implement a solution that collects and indexes emails in real-time, in a tamper-proof archive. If you are only backing up your server, an end-user has the ability to delete critical emails before the backup is run and it will therefore be permanently lost.
No Need to Archive it’s not Required!
Even if you’re not required by law to archive, it is always a good business practice to do so. Small, privately-owned companies can find themselves in a situation where they may need to go back and find old emails. Past emails often need to be searched for unexpected litigation and Human Resources situations. What would you do if one employee was accusing another employee of harassing them through email? How would you be able to prove if the accused sent or did not send the emails? The time and cost involved with the process of searching through old backup tapes can far outweigh the cost of implementing an email archiving.
Email Archiving does NOTHING to combat Email Security Risks!
Email has raised a number of security issues, for example; viruses/worms and confidentiality breaches through disclosure of proprietary information. Since a good email archiving solution will capture all emails within your environment, it will help you to address critical security issues such as:
- Who is emailing technical /confidential documents?
- What is emailed to and from your competitors or customers?
- Do your users respect your security policies?
- Are you managing the threat from within?
- Can you demonstrate your conform to your industry regulations?
I’m not at Legal Risk!
Both the company and the employees have a right to be protected from email related problems. As legal cases can be extremely expensive and potentially damaging for a company’s brand name, it is critical to manage emails before you need to (i.e. prevention is better than a cure).
Critical legal questions you should be asking include:
- Is your business being exposed legally by emails sent and/or received by your employees?
- Does your business comply with data protection laws and related legislation?
- Is confidential information being sent inappropriately?
- Is your business being exposed by what is in your email system?
Did you believe any of the above Myths? Like to know more about how Email Archiving can benefit your business? Try it for free right now