Email Archiving – Can your organization afford not to archive?

Can your organization retrieve several years of email communication by a terminated employee if needed? If your company was compelled to produce electronic communications, such as emails, in support of a legal proceeding could your organization comply? Are you willing to take that risk?

Some statistics show that as much as 60 percent of business critical data now resides in email, making it the most important repository of data your company may own. This huge amount of data, which grows on a daily basis, can translate into a significant burden on corporate storage resources.

This fact, combined with a recent onslaught of regulatory compliance rules, is forcing organizations to take a deeper look at email storage, retention and archiving practices. As email messages increasingly take center stage in headlines and lawsuits, email has become the electronic equivalent of DNA evidence.

Having a good email archiving system in place, which records all email data before it reaches the intended recipient, is very different than archiving at the Outlook or tape backup level. An email archiving system records ALL inbound, outbound, and inner office emails before it can be deleted by a user.

Why should your organization be archiving email?

Email Retrieval: The ability to recover email that had previously been deleted by an employee or purged when an employee left the company can be critical. With an enterprise archiving solution all email is captured and stored before an employee can delete it.

Electronic Discovery (E-Discovery) and Litigation: If you had to produce a series of emails from several years ago in order to support your legal case could you do so? In a recent survey on message archiving issues, Osterman Research, Inc. found that:

– In one study, more than 61% of IT organizations polled referred to email or IM archives or backup tapes to support their organization’s innocence in a legal case. More than 55% of organizations polled have been ordered by a court or regulatory body to produce employee email or instant messages.

– Regulatory Compliance: The archiving of email messages has become a business requirement in some industries driven by numerous federal and state regulations including Sarbanes-Oxley, SEC 17a 3-4, HIPAA, and NASD rules. These regulations are forcing businesses to retain email just as they must retain other formal corporate records, or face penalties that can include significant fines or even criminal charges.

– Storage Management: The pressure to increase storage limits continues to grow as the amount of email sent each day, as well as the size of messages and attachments, increases. By automatically offloading data into an archive you can dramatically help improve the efficiency of messaging servers, their reliability and the speed with which they deliver messages.

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