What's changed now that emails are the backbone of business communications?

By Sonian
In Channel
May 14, 2013

Kayla Krause / Sonian

In the past, important documents were historically sent in physical form. A contract would be mailed to the recipient, which allowed companies to preserve physical copies of all these important documents for their records. Later, files were sent over fax – again allowing businesses to hold on to contracts, invoices and other important papers.

In today's business environment, though, this is no longer the case. The vast majority of business documents are sent over email. In nearly every way, this is better for businesses – it drastically slashes postage budgets, eliminates the need for a bulky fax machine and allows companies to jettison those hulking file cabinets where they used to cram copies of all their documents.

Clearly, the mass migration to email is a huge boon for most businesses. However, it is not without its drawbacks.

Here are three things you should know about relying on email for the bulk of your business communications.

Many companies are accustomed to the old way of doing things – collecting documents and storing them physically in an office. Because of this, they have become acclimated to this system (however inefficient it is) and often find it hard to modernize.

Luckily, email archiving can make this transition incredibly smooth. An intuitive cloud storage system allows companies to access all their emails with ease. Instead of rifling through dozens of identical manila folders, workers can search their records, call up specific conversations and create easy-to-access folders of pertinent information.

The explosion of emails has also had repercussions on the security front. Because important documents like contracts and legal notices are now often sent digitally, it means that it can be harder for companies to keep careful track of these files. Where once, papers were kept in locked offices, they are now at risk of being accessed, stolen or reproduced by digital marauders. 

Of course, this situation can be worrisome for many executives. However, modern technology helps these workers sleep easy at night by assuring them that the utmost security is always a priority, according to Information Week. Password-protected accounts and remote security measures are just some of the ways that cloud archiving can help your company limit the chance of a breach.

Finally, relying primarily on email for business communications is a great way to improve the reliability and durability of your documents. Physical documents are prey to all the externalities of anything with a physical form: floods, fires and more. However, digitally stored documents will always be there for you. With email archiving, you can ensure that you always have a copy of the file you need, wherever you are. 

Read More