Why it is Important to Archive an Email Emails have been accepted as a form of communication in business, emails are now stored as companies’ records, the use of emails have increased, thus emails must be stored as part of a companies’ records, also, they must be stored for the same period of time as written records are stored, you can find critical business data in its email, this is because emails contain a reasonable amount of data, it is thus reasonable to conclude that businesses should invest in a system that archives their email, securely an stored for easy access An email archiving system functions to extract contents of messages and attachments from outgoing and incoming emails, a good email archiving system should ensure that the recorded information is maintained in its original state, it does this by indexing an storing them in a read only format, archiving emails has the benefit of creating more space on the mail server, this is because emails are stored in compressed formats thus saving a huge amount of space in the disk for companies and users, in a court of law emails can be requested for evidence, thus they should be presented in their original state, the emails also should be presented being as complete as possible When a company submits all its records in a way that is not required and is not presented in the original form, it could be charged guilty of spoilage and may thus face a penalty, an archiving organizes information by saving it in an index manner, this reduces the time used in the search process, emails can also be accessed easily, in archives emails do not face the risk of spoilage or being tampered with since they are stored in original forms
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A business email system serves as the repository of the industry knowledge, an archiving system helps by accessing the information stored within the repository easily, archive systems sorts records, does advanced search of messages and perform retrieval tasks, an archive system can be generally managed as in-house solution, or hosted solution with a third party
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In in-house archiving, the repository server is locate within the office building, this advantage offers greater data control, other than maintaining the confidentiality of information, it also boosts data integrity, even though internal staff members handle the information, there is a separate IT systems security team, a hosted solution has a software application that is hosted on the server of the email of the company, it captures an email and then port it to a third party data warehouse for archiving In the modern business environment, email archiving is of great importance, it is vital for a business to store and record all communication that comes and goes out of the business, nowadays emails are an evidentiary proof in a law court, archiving systems stores emails in an orderly fashion that enables ease of access, this allows for searches and retrieval processes that are rapid, archiving systems have improved efficiency, financial gain and saving time