Email archiving solutions are useful tools to relieve some of the tasks email administrators manage. It is essential to understand how the process works and what the critical features are to define which solution is the most suitable for your organization.
The capability to archive emails is already present in most email platforms. However, the practical use of this feature helps with management of information retention, and at the same time maximizing storage capacity while also taking into consideration the legal implications of storing vital email communications.
In-house email archiving
If a business is using Office 365 for example, there are already built-in Office 365 email archiving solutions. Over time, these can become congested and may no longer provide optimum storage solutions for business. In addition to this, there may not be sufficient capacity for eDiscovery which is an essential factor that drives the adoption of email archiving solutions.
Third-party email archiving services
In addressing the many challenges associated with an in-house archiving system, companies look to third-party solutions such as Azure cloud services. These products have two specific functions: first, a process by which emails are captured and moved into a physical archive and second, an archiving feature that automatically indexes stored content for cloud search and retrieval. There is also a capability to apply specific policies which dictates the movement and retention of data.
Different providers have different offerings when it comes to email archiving. Some services are entirely dependent on the cloud, while there are others that split the functions between the service provider and the client site. Some service providers offer journaled-email archiving solutions in addition to the primary archiving feature.
There are also some different technical aspects that dictate the price of each service. For example, you can find options for analytics, scalability, better management capacity, and enhanced security. Of course, all these come with an added price tag. Nevertheless, it may be worth the investment if the company needs these add-ons.
Effective selection method
Selecting an email archiving solutions provider can be made simple by considering the following factors:
- Consider the option of allowing users access to archived emails via the use of their desktop. Desktop access can be helpful with productivity.
- Since email is not the only means of communication used by most employees today, you also need to consider a solution that offers integration with instant messaging applications and social media. Nevertheless, this depends on whether the company is dependent on social media and instant messaging as an official form of communication.
- Look for an email archiving solutions provider with advanced eDiscovery capabilities. There should be tools intended to make analysis and retrieval of communications more efficient. For example, some email archiving solutions offer analysis of duplicated content and concept identification.
The fact is, not all email archiving services are created equal. You can find a perfect fit for your business by analyzing and identifying legitimate business needs to ensure that you adopt a solution which addresses all the requirements of your organization.