The lion’s share of business communication and collaboration still happens through email — more than phones, instant messages, texts, and social media combined. Radicati estimates that in 2018, about 124.5 billion business emails were sent and received each day around the globe. The figure is projected to increase in 2019.
Employees use email to sell, market, serve customers, share knowledge, brainstorm ideas, mentor, confide in colleagues, and handle myriad other work activities. Many of these emails contain sensitive and competitive information. According to Osterman Research, 75 percent of a company's intellectual property is housed within its email and messaging systems.
When employees leave, it can be a devastating blow to lose access to all their email messages and attachments. It’s a surefire way to stymie business continuity and productivity.
Fast, Easy Data Retrieval
“Backup” and “archiving” are often used synonymously, leading to the erroneous assumption that backups alone are a sufficient way to save business emails. While backing up your email server is important, it is not a substitute for email archiving nor can it replace the functions of archiving.
Email backup is designed to help you quickly recover files when an unexpected data loss occurs, such as theft of a laptop or a ransomware attack. Typically, a backup creates an image of the entire email system, facilitating recovery to its previously stored state. You can restore a copy of an email or group of emails from a prior date in time. The backup information is static and doesn’t allow you to search for specific messages.
On the other hand, email archiving saves and protects data contained in email messages, enabling easy, fast retrieval of the content. A searchable index of all incoming and outgoing messages and their attachments is automatically created. Emails are stored long term in a format that replicates the originals.
Preserved Knowledge, Improved Productivity
Many companies in regulated industries such as financial services and healthcare are required by law to have an email archiving system, to meet strict compliance standards and protect themselves from litigation.
Increasingly, companies across industries are realizing the merits archiving has on their business. Radicati predicts the global market for information archiving will grow from $5.1 billion in 2018 to $8.4 billion by 2022. In the 2017 U.S. Archiving and eDiscovery Survey conducted by the IDC, organizations cited the following top priorities for deploying an archiving platform:
- Efficiently respond to legal discovery requests and compliance audits.
- Ensure compliance with government and internal record retention policies.
- Support business intelligence and knowledge management initiatives.
- Improve primary application and storage performance.
Remember the employee who is leaving? Email archiving eliminates the negative effects that employee turnover can have on business continuity and productivity, while also minimizing data loss. New hires, and everyone else, have an easily searchable, always available knowledge repository. If you empower employees with access to the archived content, they can recover their own emails — freeing up some of IT’s time and making the recovery process more efficient.
What’s more, moving to an email archive relieves the load placed on your company’s storage servers, improving the performance of business applications.
Most organizations begin archiving with email because so much of their sensitive, confidential data lives there. As businesses ratchet up the stewardship of their data, there’s a trend toward archiving other content too, including social media posts, text messages, web meeting content, and voicemails. For instance, our Enterprise Messaging solution provides unified archiving of all business communication, including email, social media, and mobile communication data for case assessment, search, and eDiscovery.
Micro Focus makes it simple for you to archive, control, and access your emails and other business communication easily and quickly, protect intellectual property (whether or not an employee is leaving), and meet the most stringent regulatory and compliance requirements. Try Enterprise Messaging today.
The Radicati Group, Information Archiving – Market Quadrant 2018 https://www.microfocus.com/media/analyst-paper/the_radicati_group_information_archiving_market_quadrant_2018_analyst_paper.pdf
The Radicati Group, Email Statistics Report, 2015-2019 https://www.radicati.com/wp/wp-content/uploads/2015/02/Email-Statistics-Report-2015-2019-Executive-Summary.pdf
IDC, U.S. Archiving and eDiscovery Survey, September 2017 https://www.idc.com/getdoc.jsp?containerId=US43020717
SherWeb, 4 Reasons Why Enterprise Email Archiving Is Important https://www.sherweb.com/blog/4-reasons-why-enterprise-email-archiving-is-important-and-the-number-1-tip-for-making-it-easier/
GigaIsland, contains reference to Osterman Research and intellectual property https://www.gigaisland.com/email-archiving.html
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