Email archiving (Verb): Keeping a read-only copy of every mail sent and received by your users in a digital vault.
The #1 worry for IT Managers today is to work out ways to securely store and conveniently access the growing email storage. Also, IDC estimates 60% of business critical information is stored, sometime exclusively, in Email.
Coupled with this exponential growth in email data, regulatory and government bodies in US like Securities and Exchange Commission (SEC) and Financial Industry Regulatory Authority (FINRA) have stringent requirements for email retention and accessibility. The Sarbanes–Oxley Act of 2002 passed by SEC makes it mandatory to retain records relevant to audits and reviews. Also, under the Information Technology Act of 2000 of India and further amendment in 2008, the electronic records including emails can be used as an evidence under the Indian Evidence Act, 1872, the Civil Procedure Code and the Criminal Procedure Code.
That makes it vital to have an email archiving strategy which ensures regulation compliance and information availability. Compliance, Recovery and Email Discovery are the key reasons your business should consider archiving your emails.
While you can deploy an on-premise archiving for your on-premise email system to achieve the basic requirements of data security and compliance, let’s explore some ideas on how your ON-PREMISE setup can benefit from deploying a CLOUD email archiving service.
1. Achieve Business Continuity
Disaster Recovery Preparedness Council’s 2014 Annual Report found that 20% of the companies that surveyed had suffered $50,000 to $5 million dollars in downtime losses.
Another report suggests that 95% of businesses experienced outages for reasons unrelated to natural disasters.
Can your business continue to function despite these uncalled for events?
A cloud email archiving service, which allows end users to access their archived mails via a self-service portal, could also act as a disaster recovery site and can provide an alternate access to a user’s archived mail store – that too instantly. While your IT team recovers your primary site, users can continue their email activity work via the archival system, thus minimizing the impact of the disaster.
2. Simpler Storage Management leading to Higher Server performance
Radicati estimates there will be 207 billion mails sent out in 2017. The load on your email servers is only going to increase significantly. Can your servers cope up?
Also consider the fact that 69% of a company’s stored data has absolutely no value to the organization, but still needs to be maintained for compliance. This begs the question:
Why to store all this information on your live email servers, which might potentially have no business value in the long term?
The answer to this question lies in resolving a difficult conflict between productivity and cost:
1. By enforcing Quota or retention policies, users are forced to clean their mailboxes, which is a time consuming and unproductive way to maintain only the valuable/ critical mails in their inbox.
2. By adhering to the stringent requirements for email retention and accessibility, and allowing users to maintain data for the long term, the storage requirement on the servers grows exponentially.
There is an easier way to break this conflict and enable the organization to be legally compliant and at the same time simplify the management of the email storage.
By deploying a cloud email archival combined with retention policies and quotas, the IT teams can enable Hierarchical Storage architecture, with the most recent mail on the live store and historical mail in a cloud store to be accessed on demand. Now the users can freely delete mails to maintain their mailbox limits, while being assured that a copy of their mail is securely locked up in a safe email vault on the cloud.
In addition, the reduced load on the servers (due to less data to work with) boosts performance and simplifies email data management.
3. Reduction in Capital Cost of Storage and Backups
As discussed above, a hierarchical storage architecture allows the email storage to be split across two systems:
1. A frequently accessed, high performance local storage attached to the servers, for the live mail store and
2. An infrequently accessed cloud store for historical mail data.
By reducing the capacity required for the high performance live email storage, you would also reduce the volume of backups, which would naturally lead to cost compression since these storages and backups are quite expensive.
4. Data Security & Reliability
By storing a copy of every mail sent and received by all users on cloud storage, you are achieving the most basic requirement of data security and reliability, which is to store an offsite copy of the data, accessible on-demand.
Since reliable long-term storage is the key for a dependable email archival system, perhaps the most important attribute to watch out for while choosing a cloud archiving system is that it is built on a robust and proven cloud storage platform, with multiple levels of redundancies and GUARANTEES information durability.
Do you have any more ideas or thoughts on how an on-premise email system can benefit from a cloud archiving solution?
Please share them as below in comments, we would love to hear from you.