The use of an email archiving appliance can revolutionize your company's email archiving system. Email archiving systems are the easiest way to organize and sort your business messages and their attachments. By installing a system to receive and file your email traffic, you can reduce the load on your current database. The Data Cove systems operate separately from your existing system and create an organized and easily accessible library of messages for the desired amount of retention time.
The retention time is up to you. The old 90 day time line is no longer acceptable for certain types of email transactions, as the laws now dictate a lengthier period. The addition of more terabytes for storage on your existing system causes a burden to the database and is only a temporary email archiving solution. The operational system for your daily business use can become overloaded and that may cause slowing of the system. If the messages are all stored on a separate system, that problem will no longer exist.
The email archiving system works by retrieving all email communications externally and internally received and sent and files them away in an organized fashion. There is a search feature that allows you to easily find and read or print any message that has come through your communications pathways. Another advantage to this system is that you are in control of the options. You can set the desired timeline for the saving of the documents. The new laws have timelines in place for retention depending upon the type of business you operate. You also set the levels of access for employees. An administrator or your IT team may need full access to all communications. Others may be restricted to only their own messages. There is a log in place to tell you who, what, when, and where a particular message was accessed. The law states that for litigation purposes the messages must remain intact in full as they were sent or received. It is, therefore, critical to your operation that you retain the messages and protect them from alteration or tampering of any kind.
Penalties for non-compliance of the regulations can be severe in some circumstances. This system will keep you in good standing with the laws. Some government entities have the right to inspect or audit your business operations. Your business could be involved in a lawsuit and need to comply with judge's orders to produce email messages and their accompanying documents. Good record keeping is essential to these ends.
An email archiving appliance is easy to install. It takes 30 minutes at most. There are systems available to meet the needs of any size business with any level of computer expertise.
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