The keeping and organizing of documents sent through email attachments is known as email archiving. This includes anything that comes through email communication that a company might need to access at a later date.
In the past, a company had to rely on the good sense of an employee to archive emailed documents. This was not a foolproof method of keeping those records, as it would depend on the judgment of an individual. Another definite disadvantage was that the employee had no real way of sorting and filing those attachments that they decided were important enough to keep. Searching for a document that had been saved could literally takes hours, days, or even weeks.
There are two types of email archiving. One is done within the company's own structure. The other type is hosted by an outside party or third party company. It will depend upon the size of the company and the type of staff employed. In house email archives can be kept by a company with an IT in its employ. The size of the company's servers is another consideration. The archiving of all email communications can take up a great deal of space on the server, which can slow a smaller server down considerably. That situation would be better served by using a third party to hold the information.
Archiving email will save a company a great deal of time and frustration. All email attachments are saved and organized in such a way that the documents are easy to find. Every document attached to an email is saved so there is no question about which are saved and which are deleted.
Current federal laws dictate the necessity for companies to maintain proper archives of their email and accompanying documentation. There are now software programs that allow for the easy archiving of this information. Those that manage a company's IT departments find it easier to manage this documentation.
The IT manager will find this to be a big advantage in several ways. Email archiving is more efficient than ever before. The Datacove system is a self contained system that operates and stores the desired information separately from the company's data base. It uses an independent storage system. That saves space on the everyday servers, making them run more efficiently. Back up times then become shorter as well.
A company's mail retention policy is not only critical to compliance with federal law, it is just as critical in maintaining an easily searchable database for the seemingly endless number of documents that are exchanged in email format. The indexing features in the latest software allow for easy search and retrieval of any document that has been stored. The search features can help to easily pinpoint a specific document, or several documents regarding a particular transaction or subject. Data Cove offers your business the best email archiving solution available. Call now for a free evaluation of your current email retention policy.
|
