How Does a Proper Email Archiving Solution Benefit Companies, Administrators, and End Users?
Businesses usually have well-functioning mail servers or groupware solutions at their disposal for the purpose of email communication. However, these systems were not designed to store data over long periods of time, or supply it en masse. In practice, this can lead to a range of technical, legal, and financial issues.
An email archiving solution can help companies efficiently and reliably meet these challenges and achieve many specific benefits such as legal security, protection from data loss, increased productivity, reduced storage requirements, and a simplified backup and restore process for email servers.
Email is not only one of the most important ways of communicating. It is also one of the largest and most valuable information resources in business. Information sent by email is generally not stored anywhere else, but simply remains in the employees’ mailboxes. This results in stores of knowledge that span a number of years and grow larger by the day. For a company to be successful, it is essential that it create long-term back-ups of this information as well as make this available for effective use by all employees.
Mail archiving helps companies successfully overcome this challenge and minimize legal risks, resulting in lower IT costs and expenditures at the same time.
Reliably Backup Existing and Future Emails
Users can delete important emails at will, without this being noticed. Users often delete their entire inbox as soon as they leave the company. This means the company loses important data every day.
All current and future emails can be fully and permanently stored with a mail archiving solution. The solution supports virtually all email systems and file formats.
Our mail archiving solution enables all users to access their emails easily and extremely fast via the Mail Ariving Client, the Outlook add-in, Web Access, and Mobile Web Access. Users can directly access their emails within their familiar working environment via the Outlook add-in. Alternatively, the incredibly powerful full-text search, access is possible via the original folder structure, which is mapped in the source during archiving. This means that users can find folders created in Microsoft Outlook unchanged in the archive after archiving.
Avoid Legal Risks
Businesses are faced with the challenge of meeting a growing number of regulations on email compliance, eDiscovery, and other legislation. In order to do this, they have to be in a position to archive email in a central, complete, and tamper-proof manner for any given length of time, and ensure that it can be located again at a moment’s notice.
A comprehensive technology concept ensures that companies using our mail archiving solution are able to achieve consistency with compliance and eDiscovery requirements, in addition to regular certification by an auditing firm using the criteria of internationally recognized standards.
eDiscovery requests can be quickly processed thanks to the archive search. This search function makes it possible to search through a company’s entire email portfolio in a single step.
Simply Restore, Answer, or Forward Emails
Did you accidentally delete an email? Users can restore emails from the archive themselves with just one single mouse-click. The administrator no longer has to go through the time-consuming process of recovering them from the backup. Alternatively, users also have the option of replying to or forwarding archived emails by opening them directly in Microsoft Outlook or another email client (with no restore).
Mailbox Quotas are No Longer Necessary
Is your mailbox full? Email archiving completely eliminates the need to use mailbox quotas as a way to limit the use of a mail server’s storage capacity. Users are no longer forced to go through the time-consuming process of constantly deleting ‘less important’ emails or storing them externally, for example, in PST files, which may cause various problems.