An email archiving RFP (request for proposal) is crucial to obtaining the most suitable email archiving solution for your organization or company. The goal of an RFP is not to help you obtain the cheapest product in the market. It is to help you get the most cost-effective email compliance solutions according to your archiving concerns.
The introduction
The introduction part of the email archiving RFP introduces your organization and identifies what you require from your email archiving solution. This part should only contain an overview of the company itself and its needs. Details can be included on the next few pages of the document.
The overview covers what your business is about, your IT department, and if you have specific business functions outsourced to other agencies. It will also include brief information on what type of system you require and your email infrastructure. You might also want to mention specific requirements for data retention and any other significant changes that your company might implement in the near future.
Business and technical requirements
In the next pages of your email archiving RFP, you need to provide details on what you require from your email archiving system from a business and technical standpoint. Each requirement should be listed separately and clearly to allow the provider to understand exactly what you want.
Additional information
Your email archiving RFP should also contain certain dates such as the initiation and transmission of the document, deadline for the response coming from the provider, deadlines for clarification questions and responses and demonstration dates and times.
You will also need to include your company's contact information. Delegate a point of contact in your organization -? someone the providers can call in case they have inquiries about your request for proposal and your needs regarding archiving email.
Best practices
It's also a good idea to take note of certain ground rules that providers must follow in relation to your RFP. For instance, make sure to indicate that all communication must be coursed through the point of contact that you appointed for this project. You will also need to be specific on how providers can address their clarification questions and the ETA for your response.
DataCove is a cost-effective and comprehensive email archiving solution that is suited for organizations of all sizes. The network appliance features a plug and play function that allows you to install it easily anywhere in your network. For inquiries, contact us through this website today.
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