An email archive is the collection of all original email messages sent and received by a company in the conduct of its day to day business operation. It is an automatic, indexed, and searchable collection that is stored in a secure location other than the company's database. All companies and organizations should have this archive for purposes of good business practice, compliance to national and international codes of practice, and adherence to government-mandated legislation.
The archive in detail
Emails are typically kept in an archive for a given period of time, which is usually determined by governing policies and regulations. In any case, the same policies require all emails to be stored in the archive in their original format with all attachments still intact. An email archive should also be tamper-proof, meaning it must not miss a single email and that it cannot be easily accessed by unauthorized individuals. All email archives must also be able to provide for a complete audit or -?paper trail should there be a need for such.
Aims of the archive
As previously mentioned, the email archive serves a variety of purposes. For one, it gives email users unlimited mailbox capacity and easy access to several years worth of email messages. End users do not have to store or archive their messages in their own inboxes because these are automatically stored in the archive, which they can easily access given certain requirements. On a similar note, archiving emails also increases the storage efficiency and overall performance of the company's email server by offloading a good amount of data from it without restricting the access of end users.
Yet another purpose served by the email archive is ensuring compliance to local and international regulations on litigation and business records retention. Having an archive allows legal and compliance officers to easily search through the company's email documents.
Essential business practice
Maintaining an email archive is an essential business practice that all companies and organizations must observe. The financial penalties and legal consequences of not having one are substantial.
Data Cove by Tangent provides an easy and convenient way to meet this requirement. Ideal for all kinds of businesses, Data Cove is a plug-and-play appliance that you can easily install in your network to take care of all your email archiving and compliance needs. For more information on this product, fell free to contact Tangent through this website.
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