Email Archiving in Today's Small and Medium Businesses

Email Archiving in Today's Small and Medium Businesses

In this digital age, small and medium businesses (SMBs) continue to rely heavily on e-mail as their primary form of business communications. This has led to a proliferation of e-mails and an increased need for e-mail storage and continued growth in size of mailboxes. With the voluminous amounts of e-mail data that SMBs now store, secure storage and easy access to information are a key challenge. Until now, there has been a lack of simplified storage of historical e-mails and no easy way to securely find specific information when needed.

Another trend that is forcing SMBs to change how e-mails are stored and managed is the increased requirement for regulatory compliance. According to a Current Analysis report entitled "E-mail Archiving" from April 2009: "Amendments to the Federal Rules of Civil Procedure for Electronic Discovery (FRCP) enacted in December 2006, are thrusting new document retention policies to the front of the CIO's project list." Unlike some more specific compliance regulations, e-Discovery rules affect every type of company in every industry. If you can be sued in a federal court, then the rules apply. Failure to comply can mean fines, sanctions, executive liability and other far-reaching effect on business and on the bottom line.

SMBs must also ensure that there is protection of mission critical e-mails and applications in the case of a power outage or maintenance window. Loss of e-mails can lead to negative impacts to business revenues and a decrease in employee productivity.

E-mail archiving solutions can help solve many of the problems previously outlined. E-mail archiving software manages the information lifecycle management of e-mails and is an important tool to maintain the integrity of e-mail information and minimize administrative headaches for both users and the IT department. Finally, email archiving helps to manage the retention of corporate information. As such, email archiving enforces the policies to retain and/or delete emails thus reducing legal exposure. Archiving can be used to analyze email and take centralized decisions and actions.

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