Proudly serving Plymouth since 1994
XFER Communications is your trusted local email archiving company in the Plymouth, MI area. With our email archiving solutions and services, you’ll be assured that your emails are stored efficiently and securely and are easily searched and retrieved when needed. Contact us today to learn more.
What is email archiving?
Email archiving is essentially a system for storing email messages in a secure and searchable manner. The purpose of email archiving is so that your company can maintain access to emails for legal and business purposes. While email archiving solutions have been on the market for decades, they can be complex, expensive, and difficult to use at scale.
Without a proper solution, odds are your company is spending too much time archiving emails.
Why you need an email archiving solution
Email is the probably the most-used platform for your organization’s internal and external communications. So, it’s likely that you have thousands of emails housed on your mail server. This can cause overload and slowdowns to your system, inhibiting the overall productivity of your employees.
But, archiving vs. deleting old emails is important for a variety of reasons, including:
- Knowledge management
- Storage management
- Compliance/auditing needs
- Disaster recovery
- Mail server performance
- Litigation/legal holds
Who is responsible for evaluating email archiving solutions?
Your in-house messaging admins can set up an email archiving system. But it’s best to outsource this work. Outsourcing allows your admins to focus on other IT needs.
7 must-have features for an effective email archiving solution
The benefits of email archiving are clear to most but choosing the right solution for your business might not be so obvious. Not all email archiving solutions are the same, and it’s important that you employ the solution that is best for the needs of your business. There are some things that are must-haves, however.
Before you spend money on an email archiving solution, be sure you are selecting one that fits your business’ needs. Here are 7 must-have features when considering email archiving solutions.
In perfect world, your email provider can act as your email archiving solution provider. If this is not possible, be sure that the company you choose is compatible with your email client.
The email archival provider you choose should support a variety of email archiving scenarios, including:
- Microsoft Exchange Server on-premises
- Microsoft Office 365
- SMTP Journaling
- Policy-based mailbox capture
- Deep processing of .PST files
2. Ability to ingest past emails
Your email archiving solution should be able to ingest emails from prior to the solution being in place. Also ensure that the provider is able to ingest .PST files or an existing email store to ensure you don’t lose any data.
3. An effective and efficient archiving process
Some solutions only archive emails received from outside your company network, while others can archive every incoming and outgoing email, regardless of where they originate. Another consideration is email attachments. It is advisable for most companies, particularly if they are compliance-focused, to ensure that all emails and attachments are archived.
4. Data redundancy
Data redundancy, or having your data stored across a variety of data centers, is important to minimize risk of loss. Data centers can be impacted by disasters, both natural, as in bad storms, and man-made, such as cyberattacks. The more redundancy you have, the lower the risk of losing your data or being unable to access it.
5. Compliance with government mandates
Ensure that your email archiving solution is compliant with government mandates. Policies such as HIPAA, PCI and SOX should be strictly followed. If your provider is not compliant, it puts your company at risk for legal issues.
6. Easy and fast search and retrieval
Ensure that email archiving solution you choose is simple and understandable even by non-IT types. You also will need your solution to be fast. You will probably have thousands, and over time potentially millions of emails, in the archive. So, you will need a search capability that is quick at scale. You don’t want to be solely dependent on your IT personnel for retrieving archived emails, and you don’t want it to be a slow and arduous process, particularly if retrieving old emails is a frequent need.
7. Quick ingest speeds
Before committing to a solution, be aware of the provider’s data ingest speed. The quicker you can archive emails, the better. Companies with a robust architecture can complete ingests quickly. Don’t settle for a company with a slow email archiving process.
Store Your Business Data Wisely
Looking for an email archiving solution? Want to implement cloud storage for your company’s data? Xfer Communications is your trusted, local provider of email archiving solutions and services in the Plymouth, MI area. Contact us today to get started!