Everyone dreads email clutter. Looking at your work phone and seeing 89 (or 890) unread messages brings a sinking feeling to the sternest business stomach.
But there’s more than one kind of inbox clutter. Read and unread messages alike may need to be saved for legal or other reasons, creating strain on email servers, slowing down speeds and frustrating users. Saving email to a flash drive and other ad hoc solutions are only temporary, and may create security and compliance issues.
A dedicated email archiving solution can free up storage and keep you in compliance. Here are three reasons you should consider investing in an email archiving solution.
1. Reduce Email Server Strain
Old emails aren’t accessed very often. Ideally — as when emails are retained for litigation risk — they’ll never be needed at all. Keeping these messages on high-use servers creates clutter, increases storage, and decreases system performance.
An email archiving solution removes this data and keeps them on spinning disk or other low-cost, low-use storage and generally use single instance storage (SIS) or data deduplication to further reduce storage needs. Not only does this reduce clutter when searching your inbox, but it improves server performance, reduces storage footprint and costs, and lowers latency. Users don’t have to use servers that are constantly wading through old, generally useless information, which improves server speed and user experience.
2. Reduce Litigation Risk
GDPR. FINRA. SOX. HIPAA. FRCP. This alphabet soup of regulations in the United States and Europe represents just a few of the compliance requirements that corporations face. And it seems the list gets ever longer. It is hard to keep up, and understandable why some companies find themselves out of compliance.
An archiving solution can help. Emails that may be subject to compliance requirements can be automatically retained and preserved according to settings set by an administrator. To free up storage, messages can be auto-deleted once compliance requirements are met and they no longer have to be kept.
If a lawsuit is filed, an eDiscovery option makes discovery a breeze. Lawyers can search for keywords and find all relevant information. Because all emails subject to discovery are saved, it’s easier to find — and provide to the other side — any information they are required to have.
3. Improve Security
Messages and attachments can contain sensitive and confidential information. This data needs to stay secure when they are archived, especially when considering privacy requirements for HIPAA and other regulations.
Encryption ensures prying eyes don’t find emails they don’t have a right to. An email archiving solution should include automatic encryption to maintain compliance and keep your data safe.
Email archiving makes life easier for users, IT administrators and even the lawyers. To learn more about email archiving, visit Micro Focus today.
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