In today’s business climate, where electronic communication seems to prevail over all other mediums, it becomes necessary to keep track of who said what to which client and when. There’s such a slew of information exchanged via email that it can really be hard to track and maintain. Luckily for the business world, there are ways to find and reference communications from several years previously.

email archiving options

Enter email archiving. Email archives are essentially data banks full of previous email messages, usually between employees and clients/business partners. Companies will store these messages for a variety of reasons – from monitoring employee email behavior to cataloging information in case it must be used for e-discovery (legal purposes). There are many ways in which an organization can archive their data, such as the following:

1. Cloud Archiving

Cloud storage is increasingly popular today. The ability to access our information from online sources is both easy and convenient. Cloud-based archiving operates through a third party’s system, such as Amazon, leaving both the user and the archiving provider to simply go about their business and not worry about maintaining the system. While your provider will build your email archiving stores, they do not directly maintain the cloud itself. As the archive subscriber, your company’s only duties under this model include: specifying what messages should be archived, the length of time messages should be stored on the cloud (months, years, etc.) and obtaining records when necessary for e-discovery. While cloud archiving can be a money-saver, the downside is that retrieving information may be difficult due to the sheer volume of business that operate in the cloud.

2. Hosted Archiving

Another third party archiving solution is the hosted archive. In this scenario, companies hire out archive businesses to monitor and store email content for future use. Unlike the cloud, the providing company maintains your records themselves. Again, no programs or software are required on your company’s part, and you needn’t worry about setting anything up or how records are being stored. However, depending on how much information must be stored, this option could be a bit pricey (as storage size directly affects price).

3. On-Premises Archiving

If a company is tech-savvy or is small enough to have the capabilities to manage data storage in-house, on-premises archiving may be the right solution. With on-premises archives, businesses store and monitor their information on-site. The benefit is that this option gives a company direct control over what gets stored, for how long, where it is centrally kept and how to retrieve it when necessary. Usually email information is stored on one or a few internal company servers and requires the use of specialized software. Though there are some steep initial setup costs, in the long run your company will save money by not outsourcing archiving duties.

So what are your company’s goals? If e-discovery is a primary concern, the ability to store and quickly access email communications is paramount. Each type of email archiving will afford you a different level of involvement in the process. It’s up to you to choose the email archiving option that is best for your company.

In the market for an on-premises email archiving solution? Check out Archive Attender, Sherpa Software’s mailbox and PST data archiving software for Microsoft Exchange.

In today’s business climate, where electronic communication seems to prevail over all other mediums, it becomes necessary to keep track of who said what to which client and when. There’s such a slew of information exchanged via email that it can really be hard to track and maintain. Luckily for the business world, there are ways to find and reference communications from several years previously.

email archiving options

Enter email archiving. Email archives are essentially data banks full of previous email messages, usually between employees and clients/business partners. Companies will store these messages for a variety of reasons – from monitoring employee email behavior to cataloging information in case it must be used for e-discovery (legal purposes). There are many ways in which an organization can archive their data, such as the following:

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1. Cloud Archiving

Cloud storage is increasingly popular today. The ability to access our information from online sources is both easy and convenient. Cloud-based archiving operates through a third party’s system, such as Amazon, leaving both the user and the archiving provider to simply go about their business and not worry about maintaining the system. While your provider will build your email archiving stores, they do not directly maintain the cloud itself. As the archive subscriber, your company’s only duties under this model include: specifying what messages should be archived, the length of time messages should be stored on the cloud (months, years, etc.) and obtaining records when necessary for e-discovery. While cloud archiving can be a money-saver, the downside is that retrieving information may be difficult due to the sheer volume of business that operate in the cloud.

2. Hosted Archiving

Another third party archiving solution is the hosted archive. In this scenario, companies hire out archive businesses to monitor and store email content for future use. Unlike the cloud, the providing company maintains your records themselves. Again, no programs or software are required on your company’s part, and you needn’t worry about setting anything up or how records are being stored. However, depending on how much information must be stored, this option could be a bit pricey (as storage size directly affects price).

3. On-premises Archiving

If a company is tech-savvy or is small enough to have the capabilities to manage data storage in-house, on-premises archiving may be the right solution. With on-premises archives, businesses store and monitor their information on-site. The benefit is that this option gives a company direct control over what gets stored, for how long, where it is centrally kept and how to retrieve it when necessary. Usually email information is stored on one or a few internal company servers and requires the use of specialized software. Though there are some steep initial setup costs, in the long run your company will save money by not outsourcing archiving duties.

So what are your company’s goals? If e-discovery is a primary concern, the ability to store and quickly access email communications is paramount. Each type of email archiving will afford you a different level of involvement in the process. It’s up to you to choose the email archiving option that is best for your company.

In the market for an on-premises email archiving solution? Check out Archive Attender, Sherpa Software’s mailbox and PST data archiving software for Microsoft Exchange.