Understand Email Archiving

About email archiving

What is email archiving? - Email archiving is a system that allows an organisation to automatically record and store all emails (including attachments such as word documents and spreadsheets) as they enter and leave the company... [Read More]

The future of email archiving - The email archiving market is set for continued growth due to the fact that there are many acts of parliament and legislation that compel organisations to retain copies of all emails sent and received. This legislative process is set to continue... [Read More]

Why email archiving? - The main reasons for implementing an email archiving system, is to comply with the following legislation, or codes of conduct... [Read More]

Types of email archiving - As a potential user of email archiving systems you have two choices: 1 - to purchase a system and implement it in-house, at your office or, 2 - to rent the service and facilities from an organisation that can support, implement and maintain the system on your behalf... [Read More]

What can I expect to gain by implementing email archiving? - This is a particular conundrum as it may well be that you will never be required to use the email archive. Your organisation may only need this to comply with particular legislation or just in case... [Read More]

What type of organisations would benefit from an mail archiving system? - It is fair to say that most companies would benefit from an email archiving system, but the following are organisations that for legal and compliance reasons require email archiving systems... [Read More]

Benefits of email archiving - Organisations can gain a number of benefits by implementing an email archiving system. The type of benefits realised will depend on the requirements, the situation and the type of organisation... [Read More]

Potential pitfalls - If emails and other electronic communication need to be stored for a long period of time, email archiving can become expensive as... [Read More]

Buying and installing email archiving

Six steps to successfully buying an email archiving system - In the initial phase, an organisation must identify its needs and ask questions such as... [Read More]

Points to remember when installing an email archiving system - It is unlikely that you will install an email archiving system yourself but by knowing the following steps you will be aware of what the process is, in order to achieve a fully functioning system. As a simplistic guide... [Read More]

Email archiving case studies

Coming soon.

Questions and answers

What is email archiving? - Email archiving is a system that allows an organisation to automatically record and store all emails... [Read More]

Why do I need an email archiving system? - Certain types of organisations have to comply with legislation and codes of practice and keep a record of all communications such as emails and chat for a set number of years... [Read More]

What about the legal issues? - You need to be aware of the legal issues and co-ordinate either with a lawyer or your HR department as you need everybody to agree to a written 'Acceptable Use Policy'... [Read More]

Do I need to keep copies of both ingoing and outgoing emails? - Yes. You need to keep copies of both ingoing and outgoing emails, especially as you may need to show an audit trail of communications... [Read More]

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In summary about email archiving

Email archiving is a necessary function of most businesses. The penalties for not having an email archiving system in place can be extremely high and any breach could result in a substantial fine or even imprisonment.

This is especially so for those businesses that needs to comply with legislation and international codes of conduct. Even for those organisations that are not impacted by such laws, there are benefits in terms of mitigating risk in the event that there is a dispute with a customer or even an employees, as the evidence can be quickly and inexpensively located.

Glossary

Messaging - A form of real-time communication between two or more people based on typed text. The text is conveyed via devices connected over a network such as the internet. The most commonly known IM applications are MSN Chat, Google Talk and Twitter.

E-discovery - Electronic discovery is a relatively new term that allows organisations to use emails as evidence either for criminal, civil litigation or for potential use in company disciplinary procedures.