Creating better protective email archiving safeties

By Sonian
In Channel
January 28, 2013

Kayla Krause / Sonian

Every business needs to have a backup and continuity plan in place should disaster strike, but not all of them acknowledge that email archiving should be part of this solution. In the event that a hacker should break into a system or a natural disaster destroys physical hardware, companies should have a fail-safe in place that will facilitate the recovery of email information, as these correspondences usually contain day-to-day vital updates. 

Avoiding an inquiry issue
Business 2 Community wrote that eDiscovery and audits are another critical element that corporate email archiving should account for. In many cases, encrypted or unsorted email messages are hard or impossible to sort through during an inquiry. The sheer volume of files can overwhelm a business, and if a court should mandate that a third party be allowed to carry out the necessary searches, systems and data can incur severe damage.

Conducting self-assessed internal audits can help ensure that these tools are up to date and working efficiently, ensuring they will operate in an emergency. These resources are useful during a regular crisis, but during an audit they can make the difference between compliance and failure.

As The Washington Post pointed out, cloud computing is moving in a direction where computers can manage this archiving of software on their own, routinely moving documents to less-frequented servers and monitoring them for security and compliance standards. This way, businesses don’t need to view big data archiving as a waste of time, as these processes run regularly in the background or at the time of day when server traffic is lowest.

Building better tool sets
Wired pointed out that the lack of human intervention in such systems could still be a detriment to their integrity, but ongoing maintenance is what will make these tools work better and eventually fall into sync with corporate ownership. Storage quality is a major sticking point in eDiscovery inquiries as well as analytics searches, because regardless of the request, poor information integrity will produce equally faulty results.

Email archiving is an essential part of the data quality and continuity picture, Business 2 Community reported, and firms that fail to make that distinction could find themselves in a difficult situation should such files become inaccessible. The source wrote that thoroughness in creating and maintaining these resources will be integral to their future success, so while automation may be the wave of the future, building the base of those programs will require thorough email archive tools.

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