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Why it is Important to Archive an Email

Emails have been accepted as a form of communication in business, emails are now stored as companies’ records, the use of emails have increased, thus emails must be stored as part of a companies’ records, also, they must be stored for the same period of time as written records are stored, you can find critical business data in its email, this is because emails contain a reasonable amount of data, it is thus reasonable to conclude that businesses should invest in a system that archives their email, securely an stored for easy access

An email archiving system functions to extract contents of messages and attachments from outgoing and incoming emails, a good email archiving system should ensure that the recorded information is maintained in its original state, it does this by indexing an storing them in a read only format, archiving emails has the benefit of creating more space on the mail server, this is because emails are stored in compressed formats thus saving a huge amount of space in the disk for companies and users, in a court of law emails can be requested for evidence, thus they should be presented in their original state, the emails also should be presented being as complete as possible

A company can be claimed guilty of spoilage and thus face a hefty fine if it does not submit all its records as required in an original format, an archiving systems saves emails on an index manner which is organized which saves the time spent in the searching process thus emails are easily made accessible, archives store emails in an original form thus they cannot be tampered or spoiled easily

A business email system is the repository for knowledge about the industry, with an archiving system, the information that is contained within the repository can be accessed easily, ordinarily this would not be an easy task, an archive system do sort records, does provide advanced search of messages and retrieve tasks, generally, an archive system can be managed in two ways, as an in-house solution, or as a hosted solution that has a third party

In in-house archiving, the repository server is locate within the office building, this advantage offers greater data control, other than maintaining the confidentiality of information, it also boosts data integrity, even though internal staff members handle the information, there is a separate IT systems security team, a hosted solution has a software application that is hosted on the server of the email of the company, it captures an email and then port it to a third party data warehouse for archiving

Email archiving is of great importance in the modern business environment, it is a vital requirement to record and store all communication sent and received in your business, emails are nowadays evidentiary proof in a court of law, an archiving system stores emails in an orderly fashion that enables ease of access, this allows for rapid searches and retrieval process, an archiving system brings about improved efficiency, saving time and financial gain
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