Is your email server as efficient as it could be?
According to Entrepreneur, 26% of employees think that emailing is a productivity killer. Sending, storing and searching through emails doesn’t have to eat into your work time. Now, there’s a brand new way to revolutionize your email system.
Email archiving software can significantly reduce the amount of time you spend on your emails. It also provides a wealth of other benefits. Read on to see how it can improve your business.
Why You Should Use Email Archiving Software
Free Up Storage Space
Storing hundreds or even thousands of emails requires a lot of storage space. When you use your regular server for that, it takes its toll.
Moving them with an email archiving service can free up a huge amount of disk space. In fact, when advanced compression techniques are used, you could find yourself with up to 50% more space than before.
No Mailbox Quota
When your mailbox starts to get full, you usually have to go through the hassle of sorting through your emails and deleting anything you don’t need. If you don’t, you may find yourself unable to receive emails at all.
When you use email archiving software, you don’t have to worry about that. There’s no limit to your mail storage capacity!
Improve Your Server Performance
Moving your emails to a separate server relieves your internal server of a lot of work. This can have a big impact on its performance.
When you need to find an old email in your inbox, it can take a while to search. Even when you type in the exact details you’re looking for, you need to wait for the system to find it and pull it up for you.
With email archiving software, the way your emails are stored is simplified, which means searching through them is, too. It takes just seconds to locate emails, which means you don’t have to waste time trawling through your email records manually.
Prevent Accidental Deletion
It’s all too easy for emails to get deleted. Whether it’s done on purpose, accidentally or automatically when an employee resigns, it can result in loss of valuable data.
Email archiving software automatically stores all of your emails, so you don’t have to worry about things getting deleted.
Emails can contain vital business records, and in many industries, these are required to be kept for legal reasons.
Regulations for this will vary in different sectors, but they’re known to be tighter for pharmaceutical, financial and healthcare companies. You may be required to provide details from your email archives as legal evidence in a future case, and if you’ve deleted them to make space for new emails, it could cause problems.
Archiving your emails means they’re always there if you need them.
When you store your email in archives, it’s effectively locked away on a server that you don’t actively use. It’s also encrypted to make sure that only people with permission have access. This greatly reduces the risk of data being tampered with.
It’s also backed up regularly, so if anything does happen, you’ll be able to recover everything with the click of a button. It’s also easier to refresh and migrate your email data this way.
Using archiving software could also protect your emails from ransomware.
How many times have you had to contact your IT department for help with your emails? That process is laborious for everyone involved, and the time it takes for you to get in touch with them and wait around for an answer could be better spent.
Email archiving software enables users to recover their own emails, so they don’t have to go to a third party for assistance. That means that IT staff don’t have to spend time responding to email recovery requests, and you have the power to manage your own emails in a manner that’s quick and efficient.
Ease of Access
While email archiving is extremely secure, that doesn’t mean it’s complicated to get access to when you need it.
As an administrator, you’re given the power to authorize other users. You can even manage their level of access depending on their role or rank within the company. Most archive systems use ACL (Access Control Lists) to maintain security and specify the access and abilities of each user.
You don’t need to input all this data manually. In fact, some email archiving software has the ability to synchronize data about each user and group from your own directory. That way, it works as an extension to the infrastructure you already have.
With archiving software, it’s also easy to share data. Link-based sharing can be used for both internal and external users. If required, you can even download entire folders from the archives to retrieve large amounts of data.
When email archiving software uses write-once-read-many (WORM) storage, data can’t be modified once it’s been written to the device. This means that it can’t be corrupted in any way.
You can use this type of storage for sensitive data, private messages and scanned documents that need to be kept secure.
Previously, this kind of storage was expensive and complicated to use. However, when it’s integrated into your archiving system, they run seamlessly in unison.
Storing your emails the traditional way costs money.
That’s not just because of the upfront fees you pay for storage space. There are also hidden costs for things like power, back up, and maintenance. If you use email archiving software, you could reduce your storage costs by 76-87%.
Choose the Right Software for You
Now that you know all the ways in which you can benefit from email archiving software, the next step is choosing the right provider.
With so many different types of software out there, it can be hard to know which one is best for you. Ideally, you should choose one that’s fast, easy to implement, simple to use, and compatible with your existing systems.
To find out exactly how to find the perfect software, see our post on 8 things to look for in email archiving solutions.