Whitepaper by Osterman Research
Why You Should Consider a Hosted Messaging Archiving Solution
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Why should you archive your email?
Up to 70% of business data resides in email. It is important for the productivity and security of your business that this information be securely archived and easily searchable. Why?
For email storage management
Storing large amounts of data on the corporate mail server will impede its performance and accessibility to end users. This will result in costly downtime and reduced productivity, a challenge that will continue to grow as the use of email continues to escalate.
With an email archive, you can reduce Exchange message store size by as much as 80 percent, without reducing access to email. A smaller message store means improved server performance, shorter backup times, and fewer demands on IT.
For end-user access
End-users want to keep their old email and corresponding attachments for reference. Using PST files to do so can result in lost data and wasted time.
Research indicates that employees spend up to an hour a day storing or deleting emails.
With end user access to an email archive, businesses can eliminate the use of PSTs while providing a virtually unlimited mailbox size, increasing productivity and protecting valuable corporate knowledge.
For legal discovery
Email is now just as likely to be requested during legal discovery as are paper - based records. More than 60% of organizations have been ordered by a court or regulatory body to produce corporate email. Federal Rules of Procedure (FRCP) now require businesses to be prepared to identify and produce email data for legal discovery within 30 days, or face heavy fines and severe sanctions.
An email archiving solution provides a central repository that allows you to search for email across the enterprise, and easily meet legal discovery requests.
For compliance regulations
From Sarbanes-Oxley to current SEC rules, numerous legislative requirements have been introduced that dictate how electronic records are retained and retrieved. Organizations that fail to meet regulatory compliance requirements face significant risks including large fines (up to $1,000,000) and even prison sentences, plus serious, long term damage to their corporate reputation.
An email archive can allow you to enforce a consistent email retention policy, reduce exposure to risk and meet supervision review requirements.