Email Archival Solutions to Shield Confidential Corporate Data

By: Audrian Cambell


When companies are plagued by subpoenas and litigation, itís high time that your organization keeps all data protected, accurate and complete. According to the US Sarbanes-Oxley Act, and several global laws, it is mandatory for an organization to keep all electronically stored information safe and secure for at least a period of seven years. You can protect highly sensitive confidential info, files and attachments safe by opting for appropriate email archival solutions.

It is important to note that legal obligations arising out of privacy violations is a key concern in the present times. Itís simply impossible to do away with all the mails that have accumulated in your inbox, and for several years. Several messages keep accumulating, and information goes around so recurrently that itís actually impossible to keep track of all the info. Besides, most of the info is stored in the hard drives of your office PCs, workstations, and laptops.

You need to look for a professional email archiving provider to help you with eDiscovery requests when an infuriated client decides to send you legal summons. According to eDiscovery norms, you are required to produce all the necessary records, facts, and figures to prove your point in a court of law. It doesnít matter if your information is five years old. You have to furnish the relevant attachments, word, and PDF files no matter how old they are. If you fail to do so, it might result in serious legal consequences and you end up paying hefty penalties.

This is when archival solutions come into the picture. Once your company implements it, all mails and attachments are properly indexed and stored with the help of specially designed software or appliance. All kinds of data such as normal text mails, chat messages, contacts, calendars and notes are part of the archived material.

When so much of valuable information is transmitted within an organization, you have to consider archived systems seriously. It will make inbound and outbound messages easy to search and retrieve as and when the requirement arises. Remember that at the end of the day what matters is time and productivity. So, no more wasting productive time on useless searches implemented using paper records and ordinary backup media.

You can choose electronic mail messaging systems and set them up by outsourcing to a remote host, or using on premises. You need to understand your business needs and select the option that is best suited for your enterprise.

Archival software ensures complete protection of all electronic correspondence entering and exiting your company. The records, facts, and data become tamper proof. Additionally, all info is safely stored, helps in the enforcement of internal policies, and addresses aspects like storage management and eDiscovery.

With email archival appliance or software, your life becomes simple. Once installed successfully, it will flawlessly integrate into your current mailing system. Consequently, your company will be able to cut down on storage handling costs and access old records when a client sues you.

So, with so much of info moving around, you need to take the right steps for the complete protection of all your corporate data.

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Audrian Cambell has been a company head and he knows how email archival service works to help you maintain your emails storage and makes your job fast and easier. Here he wants to share his experience with email archiving provider and some useful tips on how to deal with them.

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