Getting Creative With Archives Advice

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Importance of Email Archiving

Emails are an acceptable form of communication in business, emails are now used to store the records of a company, emails are increasingly now being used, then they must be stored as part of the companies’ records for the same period of time as written records, critical information about a business can be found in emails, emails contain reasonable amount of data thus companies should invest in an email archiving system to secure and store for ease of access

Email archiving systems extract the contents of messages and their attachments, they source this from incoming and outgoing emails, a good archiving system ensures that information remains in its original state, this is by indexing and storing them in a read only format, this creates more and more space in the server of the email, storing emails in compressed formats saves huge space, a court of law can request for emails as evidence, information should thus be stored in an original state and be complete as possible

A company can be claimed guilty of spoilage and thus face a hefty fine if it does not submit all its records as required in an original format, an archiving systems saves emails on an index manner which is organized which saves the time spent in the searching process thus emails are easily made accessible, archives store emails in an original form thus they cannot be tampered or spoiled easily
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A business email system is the repository for knowledge about the industry, with an archiving system, the information that is contained within the repository can be accessed easily, ordinarily this would not be an easy task, an archive system do sort records, does provide advanced search of messages and retrieve tasks, generally, an archive system can be managed in two ways, as an in-house solution, or as a hosted solution that has a third party
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In in-house archiving, the repository server is locate within the office building, this advantage offers greater data control, other than maintaining the confidentiality of information, it also boosts data integrity, even though internal staff members handle the information, there is a separate IT systems security team, a hosted solution has a software application that is hosted on the server of the email of the company, it captures an email and then port it to a third party data warehouse for archiving

Since email archiving systems are of great importance in the modern business environment, it is vital to store and record all information that flows in and out of the business, in a court of law emails are now an evidentiary proof, email archiving systems stores emails in an orderly manner which enables ease of access, rapid searches and retrieval process, an archiving system is advantageous in terms of efficiency, saving time and financial gain