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eMail Archiving & eMail Retention - 04 Nov 2007


Email is becoming a major part of corporate communication, however emails are very easy to delete.  There are often circumstances where legitimate emails are mistaken as SPAM or Junk Emails and deleted, or deleted without Printing a copy (if that is your organisation’s policy).  Also many computer users like to keep their inbox clear by deleting emails once they have read or acted upon them, this does not always involve printing a copy. 
 
Many organisations are under a regulatory obligation to retain all communications for a set period, paper copies (print outs) are usually the standard retention method.  However this system can pose problems:
 
  • Paper can take significant storage space
  • Most companies do not have off-site backups of paper
  • It relies on the staff member remembering to print the email
  • It can be misfiled
  • Some regulatory bodies require some of the hidden ‘header’ information retained which is not usually printed
 
Occasionally we all find that it is important to refer to an email, find evidence that an email was received or sent, or merely print a file copy of one you notice you have forgotten to.  It could be days, weeks, months or even years after deleing the email that the problem arises, the longer the timescale the more problematic this can be. 
 
However an Email Archiving solution can retain emails to suit your needs, enabling all emails both sent and received to be stored and of course powerful systems to search and find the email you require.  If required you can search across multiple mailboxes, therefore you don’t have to worry which member of the team sent/received the email you are searching for.  You can also find relevant emails (replies, forwarded emails etc) so that you can see the full picture.
 
Email archiving can also be a step towards a ‘paperless office’.  Systems such as this can lead a company towards this goal; part of a solution for a paperless office.
 
Finn Consultants can provide scalable solutions to comply with any email retention regulatory requirements such as:
 
  1. Archive all emails both inbound and outbound
  2. Archive only departmental emails (e.g. the Accounts Dept only)
  3. Archive a specific person’s emails
  4. Archive only inbound or outbound emails
For advice and solutions call us now.