Several years ago there would have been absolutely no need for this guide. After all, snail mail was in fashion, and emails were only just emerging.
To say this has changed would be a huge inaccuracy. Emails are now what makes the world spin around and when they go down, companies are left with major problems.
This is the reason why email archiving tools have become so popular over recent times. In short, this is the process of saving and protecting emails. Of course, the technicalities behind this are much more advanced, but for the purposes of a brief explanation this is all that it entails.
While the popularity of emails is one reason these tools are now so popular, there are others. Let’s now take a look at the real benefits of email archiving tools for businesses of all sizes.
The regulation factor
This is something that is become increasingly common, with new laws constantly being passed that affect data and just how it is handled on a server.
At the moment, some industries are more tightly regulated than others. It goes without saying that if your company operates in the financial sphere, this is something that is going to affect you more. You will be under obligation to archive your emails, and at least protect them from any possible breaches.
Even if you don’t fall into one of these “strict” industries, there’s every chance that everyone will be governed by similar rules in the near future and this is something that you should consider if you are looking to get ahead of the game.
Everything suddenly becomes more productive
In terms of benefits that can be immediately appreciated by employees, this next one is probably high on the list. In the vast majority of workplaces, it could be said that computers are slow. Companies tend to take an age to replace equipment, and this leaves all sorts of performance issues.
Sure, we’re not going to suggest that email archiving is going to give you a better graphics card – or your hardware of choice. What it can do is prevent gazillions of emails building up on your server though. When these have to be constantly downloaded and stored on your machine, it creates a massive performance problem. With email archiving, everything is compressed and your computer won’t spend an age hunting high and low for those emails from six years ago.
Gone are the days of pressing “delete” accidently.
As we all know, deleting a crucial file, or in this case email, can be disastrous. If you’re on a system which doesn’t provide backups, the results can be even worse.
The fact that archiving effectively involves creating regular backups means that this is no longer an issue. If something is accidently deleted, a quick scan through the archived emails can usually find it and means that the problem is averted as soon as it has been identified. For smaller businesses, this can be invaluable.