A guide to email archiving in the cloud

Email continues to become fundamental to personal and business communication as technology advances. But also just at the same rate  clogged up in-boxes are becoming less of a logically structured record of communication and more of an embarrassing hoard cupboard- bursting at the seams with disorganizedchaos that, when opened, tumbles out into a cascade of indiscernible mess to bury and confuse the inquirer.However with the advent and growing reliance on cloud technology, this requirement can be far less of a labored necessity.

More than 100 billion emails are sent every day, so it’s no surprise there’s a communication overload that hinders effective data retention. This is especially important now as in-house compliance rules dictate ever more stringent archiving practices.

What is email archiving?

CMS Wire clearly outlines the common definition of archiving, explaining why it’s necessary and what good archiving systems should help you achieve.  Essentially, it should be a system that empowers your company, or its administrators, to store documentation so it’s easily accessible for however long is necessary.

What’s unique about archiving in the cloud is that it offers the long-needed solution to several requirements. Namely, it has the capacity to handle greater volumes of emails. Furthermore, it means internal and external parties that might need to access their emails can do so at any time, from anywhere – clearly a crucial benefit when businesses are functioning on an international level.

An industry standard

It’s because of this multinational capability that email archiving in the cloud is fast on the way to becoming industry standard.  That said, 45% of businesses were recently reported to not have an IT solution for managing and automating email archive retention and retrieval.

Particularly when paired with other cloud services that fulfil the needs of an entire network, like those offered by Mimecast cloud services, networks are able to thrive and provide users with a much more fluid working environment.

By making the provision for an easily available and unlimited cache of sent and received email messages, improved productivity is a natural by-product. If this user-friendly approach can be channeled into desktop interfaces and mobile apps, it makes for a workforce which is enabled and empowered to work where and when they please.

An effective backup resource

As well as this, it doubles as a backup resource by its very nature – even in 2014 nobody is free from the threat of a system failure or, even worse, a system hack.  Security is at the heart of cloud archives, which are well tailored to the needs of administrators. Controlling functions can be retained from a central access point while any number of copies can be created and stored separately.

One of the cloud’s most attractive qualities is its efficiency. It can result in cheaper operating costs and lighter demands on server bandwidth. By investing in a remote, secure operation, it removes the need for new hardware or costly system upgrades.

The comprehensive offerings of a cloud archive are becoming more appealing for business owners who want to centralize their operations and grow their capabilities organically, a clear indication that the practice is part of a modernization in how we conduct and value e-communication.

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