Here’s an issue you may not have given much thought to but could become a significant issue at some point: saving email communications between employees and clients that contain company policy changes, contract changes, alerts, or other critical communications.
So why not just save them in your inbox?
Because eventually, you’ll run out of space; and searching through hundreds of thousands of emails is not always a simple and easy task.
Here are 6 BIG reasons why you need to implement an email archiving system:
1. Compliance.
While the emails and data subject to regulatory statutes vary by industry, ALL emails that contain employee and client records, contract negotiations, company policy changes, and employee reviews and reprimands should be stored and archived for easy retrieval.
2. Litigation Support.
Should your company ever be sued, the court may order you to produce documentation to support your case; such documentation includes emails. The problem is, pulling emails off a tape drive backup can be a massive undertaking. For example, USB Bank had to pay an IT firm over $265,000 to compile email communications previously sent in one such case.
3. Free Up Storage Space.
If you’ve ever had your email stop working because you’ve exceeded your storage space, you know how frustrating this can be. Email archiving eliminates this problem finally and forever.
4. Improve Workflow Systems And Procedures.
Another upside to email archiving is your ability to search, document, and organize information about servicing customers, delivering a product, sending out an RFP, selecting vendors, etc.
5. Default Backups.
Avoid accidental deletion of that super important email correspondence. With archiving enabled, you won’t have to worry about that happening.
6. Ease Of Finding Emails.
Let’s face it; we’ve all had the daunting task of trying to find an email sent months ago. An email archiving system would allow you to perform searches of both keywords and attachments to find emails in minutes – even seconds – rather than hours or days.
If you don’t already have this enabled on your account, reach out to our team to learn how to add it to your hosted email services. 508-892-5555
Updated 3/1/2022
