Email Archiving

The legal implications of not being able to produce email are significant; therefore businesses need to maintain email records in a re-usable and searchable format. Email archiving has become an extremely complicated, yet mandatory, business operation that is set to expand even further. According to current estimates by the Radicati Group, Inc., the average corporate email account sends and receives about 10 MB of data per day. With up to 83% of your business-critical data residing in email, the need to archive email has never been greater.

Compliance is increasingly becoming one of the main drivers in the email archiving market. MiFID recommends all emails are stored for a minimum of one year or several years if they pertain to business transactions. Federal regulations in the USA such as the Sarbanes-Oxley (SOX) Act and the SEC17a-4 rule mean that organizations must retain email in an archive for several years in case federal authorities require them for legal review or investigation.

During legal proceedings, all email relating to a specific matter may be subpoenaed by opposing counsel or the courts. The courts no longer accept technical difficulty as an excuse for not being able to present email and, as a result, the need for archiving solutions is evident in almost all organizations.

Retaining email is useful only when you can quickly find specific messages when they are needed. To reduce the cost of storing massive quantities of email, companies are looking for an “active” archiving solution that has superior real-time search and retrieval functionality. Managing the volume of email exchanged among businesses is staggering andcauses inefficiencies in email systems and is extremely expensive. A managed archiving service will enable organizations to reduce the load on their primary mail systems by “offloading” vast amounts of old email to the archive.

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