Email archiving resources increasingly important for compliance

By Sonian
In Channel
May 16, 2013

Kayla Krause / Sonian

As the amount of information that businesses need to store, manage and curate continues to grow, organizations are coming to understand how vital email archiving in the cloud truly is. With more firms making use of cloud email tools than any other options, it's easy to log all these files into a cloud storage resource for continuity and compliance, but firms need to do more than simply funnel their assets away into digitized data silos. In order to ensure swift and accurate eDiscovery and audit responses, businesses must be more attentive when it comes to tracking and organizing email archiving solutions in the cloud.

Protecting important assets
Email resources are considered to be evidence in legal cases around the world. According to InformationWeek, businesses are required to hang on to these documents for an extended period of time in case the data contained in these files becomes pertinent to an inquiry or audit. Using long-term email archiving storage in the cloud is therefore an ideal solution, since businesses won't have to pay more to maintain physical data centers that are only responsible for housing very old files and in large volumes.

What's more, the source stated that discovery and recovery is far easier in a computerized landscape, rather than relying on hardware architecture. Since many firms operate on mixed media clients, wherein data is emailed and stored separately from the files that were originally attached to these documents, it can be hard to recover the essential details of these records without a moderate to extreme degree of difficulty. Using an email archiving solution will ensure that these files are bundled together appropriately, making the recovery process supremely easier as compared to legacy storage and management solutions.

Avoiding extra expenses
Overall, failing to comply with state and federal guidelines for email archive options can preset a variety of expenses to businesses. Apart from the cost incurred by having to spend an excessive amount of time and effort retrieving individual files or attachments, exhibiting a lack of internal compliance can trigger individual fines on its own. Businesses are meant to adhere to federal records standards in order to avoid messy or prolonged investigations, so if entities express email archiving features that fail to meet eDiscovery guidelines, entities could be facing a separate round of costly penalties. Avoiding this potentiality means paying attention to email archiving requirements and doing more with cloud storage to meet these demands.

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