Email archiving promotes long term eDiscovery protection

By Sonian
In Channel
May 2, 2013

Kayla Krause / Sonian

Businesses must hang on to their records for a certain period of time in order to maintain federal compliance. Different types of files have varied needs in terms of longevity, but it's up to each organization to ensure that specific kinds of information are being properly curated, managed and stored. Cloud email archiving solutions make this entire process easier to control, since eDiscovery inquests and other legal inquiries can put a records system through its paces.

Information technology has been evolving dramatically over the last decade, and with so much infrastructure and daily activity currently centered on cloud resources, it makes sense for many businesses to create comprehensive strategies that utilize a single framework. As InformationWeek stated, this can help companies maintain better oversight of their various documents and file types, especially with ever-changing email archiving demands.

Burgeoning email issues
Compared to other kinds of records an organization may need to deal with, the sheer volume of incoming data in email format could cripple some data storage resources. The Radicati Group wrote that message volumes have been growing every year, but by 2015, every employee will be handling roughly 125 emails per day. Of these, about one-tenth will be spam. This presents a unique challenge to document management systems, since spam messages shouldn't be maintained and must be sorted out of long term storage structures to avoid curating useless documentation. Cloud email archiving systems can handle such roadblocks with ease, as compared with other kinds of legacy solutions, making it an ideal time and money saver.

Reducing spam in the archive will also help when eDiscovery inquiries are submitted to a business. Instead of having to fish through a deep archive that's littered with worthless messages that could confuse or slow down file tracking tools, a cloud email archiving solution with active curation can easily get rid of unnecessary documents automatically.

InformationWeek stated that having a comprehensive email archiving solution in the cloud also helps keep these messages in their original formats. This includes bundling original attachments, forwarding chains and other information associated with the initial documents. Such thorough retrieval is essential when responding to an eDiscovery request, and cloud email archiving can deliver on this demand much more readily and completely than older archive tools. This makes it a valuable asset for companies that choose to implement such tools in their data infrastructures.

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