{"id":1721,"date":"2023-12-15T14:03:51","date_gmt":"2023-12-15T11:03:51","guid":{"rendered":"https:\/\/mailsafi.com\/blog\/?p=1721"},"modified":"2024-07-22T09:39:32","modified_gmt":"2024-07-22T06:39:32","slug":"15-benefits-of-email-archiving-for-business","status":"publish","type":"post","link":"https:\/\/mailsafi.com\/blog\/15-benefits-of-email-archiving-for-business\/","title":{"rendered":"15 Benefits of Email Archiving for Business"},"content":{"rendered":"\n<p>Although email archiving is over two decades old, some companies are still reluctant to adopt it. The justification for this is often monetary limitations and limited knowledge on why they really need the email archiving service. This is especially true in small and medium-sized businesses in unregulated industries that often seem like a costly and inessential investment.<\/p>\n\n\n\n<figure class=\"wp-block-pullquote\"><blockquote><p>Since email archiving is&nbsp;<strong>mandated in regulated industries<\/strong>&nbsp;such as healthcare, pharmaceutical, financial services and government, there is a misguided notion that email archiving is only necessary for compliance purposes. <\/p><\/blockquote><\/figure>\n\n\n\n<p>In reality, <a href=\"https:\/\/www.mailsafi.com\/email-archiving\">email archiving<\/a> benefits go way beyond that.<\/p>\n\n\n\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_49 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"ez-toc-toggle-icon-1\"><label for=\"item-69de69d05031f\" aria-label=\"Table of Content\"><span style=\"display: flex;align-items: center;width: 35px;height: 30px;justify-content: center;direction:ltr;\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/label><input  type=\"checkbox\" id=\"item-69de69d05031f\"><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/mailsafi.com\/blog\/15-benefits-of-email-archiving-for-business\/#1_What_is_Email_Archiving\" title=\"1. What is Email Archiving?\">1. What is Email Archiving?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/mailsafi.com\/blog\/15-benefits-of-email-archiving-for-business\/#2_Email_Archiving_Options\" title=\"2. Email Archiving Options\">2. Email Archiving Options<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/mailsafi.com\/blog\/15-benefits-of-email-archiving-for-business\/#3_How_Can_Your_Business_Benefit_from_Email_Archiving\" title=\"3. How Can Your Business Benefit from Email Archiving?\">3. How Can Your Business Benefit from Email Archiving?<\/a><ul class='ez-toc-list-level-3'><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/mailsafi.com\/blog\/15-benefits-of-email-archiving-for-business\/#1_Regulatory_compliance\" title=\"1. Regulatory compliance\">1. Regulatory compliance<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/mailsafi.com\/blog\/15-benefits-of-email-archiving-for-business\/#2_Archiving_aids_with_the_implementation_of_retention_policies\" title=\"2. Archiving aids with the implementation of retention policies\">2. Archiving aids with the implementation of retention policies<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/mailsafi.com\/blog\/15-benefits-of-email-archiving-for-business\/#3_Removes_human_error_or_laxity\" title=\"3. Removes human error or laxity\">3. Removes human error or laxity<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/mailsafi.com\/blog\/15-benefits-of-email-archiving-for-business\/#4_Email_archiving_preserves_historical_data_and_helps_with_business_continuity\" title=\"4. Email archiving preserves historical data and helps with business continuity\">4. Email archiving preserves historical data and helps with business continuity<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/mailsafi.com\/blog\/15-benefits-of-email-archiving-for-business\/#5_Email_archiving_improves_server_performance\" title=\"5. Email archiving improves server performance\">5. Email archiving improves server performance<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/mailsafi.com\/blog\/15-benefits-of-email-archiving-for-business\/#6_Improves_data_storage_management_and_eliminates_email_quotas\" title=\"6. Improves data storage management and eliminates email quotas\">6. Improves data storage management and eliminates email quotas<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/mailsafi.com\/blog\/15-benefits-of-email-archiving-for-business\/#7_Reduced_storage_requirements\" title=\"7. Reduced storage requirements\">7. Reduced storage requirements<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"https:\/\/mailsafi.com\/blog\/15-benefits-of-email-archiving-for-business\/#8_Email_archiving_eliminates_PST_files\" title=\"8. Email archiving eliminates PST files\">8. Email archiving eliminates PST files<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-12\" href=\"https:\/\/mailsafi.com\/blog\/15-benefits-of-email-archiving-for-business\/#9_Simplified_backup\" title=\"9. Simplified backup\">9. Simplified backup<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-13\" href=\"https:\/\/mailsafi.com\/blog\/15-benefits-of-email-archiving-for-business\/#10_Quick_disaster_recovery\" title=\"10. Quick disaster recovery\">10. Quick disaster recovery<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-14\" href=\"https:\/\/mailsafi.com\/blog\/15-benefits-of-email-archiving-for-business\/#11_Accelerates_search_capabilities\" title=\"11. Accelerates search capabilities\">11. Accelerates search capabilities<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-15\" href=\"https:\/\/mailsafi.com\/blog\/15-benefits-of-email-archiving-for-business\/#12_Empowers_end-users_and_improves_IT_productivity\" title=\"12. Empowers end-users and improves IT productivity\">12. Empowers end-users and improves IT productivity<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-16\" href=\"https:\/\/mailsafi.com\/blog\/15-benefits-of-email-archiving-for-business\/#13_Litigation_Support_eDiscovery\" title=\"13. Litigation Support (eDiscovery)\">13. Litigation Support (eDiscovery)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-17\" href=\"https:\/\/mailsafi.com\/blog\/15-benefits-of-email-archiving-for-business\/#14_Email_archives_are_typically_tamper-proof\" title=\"14. Email archives are typically tamper-proof\">14. Email archives are typically tamper-proof<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-18\" href=\"https:\/\/mailsafi.com\/blog\/15-benefits-of-email-archiving-for-business\/#15_Reduces_the_cost_of_storage_maintenance_and_litigation\" title=\"15. Reduces the cost of storage, maintenance, and litigation\">15. Reduces the cost of storage, maintenance, and litigation<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-19\" href=\"https:\/\/mailsafi.com\/blog\/15-benefits-of-email-archiving-for-business\/#4_Summary\" title=\"4. Summary\">4. Summary<\/a><\/li><\/ul><\/nav><\/div>\n<h2 class=\"wp-block-heading\" style=\"font-size:34px\"><span class=\"ez-toc-section\" id=\"1_What_is_Email_Archiving\"><\/span><strong><span class=\"has-inline-color has-vivid-red-color\">1. What is Email Archiving?<\/span><\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Before we discuss the benefits, let&#8217;s understand what email archiving is.<\/p>\n\n\n\n<figure class=\"wp-block-pullquote\"><blockquote><p>Email archiving is the process of copying emails from your mailbox to be stored in a separate, secure yet easily accessible location. It allows you to keep a record of everything sent and received, including any attachments. <\/p><\/blockquote><\/figure>\n\n\n\n<p>Emails are copied, indexed, and stored in a tamper-proof format.  In essence, archiving gives you a central location to store emails that you no longer need frequent access to. They can still be easily accessed and retrieved as needed in daily operations. You can then search for emails that have been archived by date, contact, or keyword.<\/p>\n\n\n\n<p>Archiving gives you a central location to store email that you no longer need direct access to. This means there\u2019s less chance you\u2019ll delete them. It also ensures your inbox is kept clean and attachments\/other files are kept safe<strong>.&nbsp;<\/strong><\/p>\n\n\n\n<h2 class=\"wp-block-heading\" style=\"font-size:34px\"><span class=\"ez-toc-section\" id=\"2_Email_Archiving_Options\"><\/span><strong><span class=\"has-inline-color has-vivid-red-color\">2. Email Archiving Options<\/span><\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>There are typically three ways in which businesses can archive their email. These are:-<\/p>\n\n\n\n<ol>\n<li>Save absolutely everything.<\/li>\n\n\n\n<li>Rely on users to archive emails<\/li>\n\n\n\n<li>Utilize an email archiving solution.<\/li>\n<\/ol>\n\n\n\n<p>With <strong><a rel=\"noreferrer noopener\" href=\"https:\/\/www.statista.com\/statistics\/456500\/daily-number-of-e-mails-worldwide\/\" target=\"_blank\"><span class=\"has-inline-color has-vivid-cyan-blue-color\">over 300 billion emails being sent and received every day<\/span><\/a><\/strong><span class=\"has-inline-color has-pale-cyan-blue-color\"><a href=\"https:\/\/www.statista.com\/statistics\/456500\/daily-number-of-e-mails-worldwide\/\">,<\/a> <\/span>storing every single one is not really feasible. Furthermore, with billions of these being spam, storing each one only serves to increase the cost and length of eDiscovery processes.<\/p>\n\n\n\n<p>Studies suggest that <strong>three-quarters<\/strong> of an organization\u2019s intellectual property is contained within email systems. This means it\u2019s crucial to protect your email communication as much as possible. Unfortunately, keeping that much information can overload your mail server &#8211; this is the origin or premise of email archiving solutions. <\/p>\n\n\n\n<p>Now, if this isn\u2019t enough reason to persuade you to archive your emails, let\u2019s see if we can convince you with more reasons.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" style=\"font-size:34px\"><span class=\"ez-toc-section\" id=\"3_How_Can_Your_Business_Benefit_from_Email_Archiving\"><\/span><strong><span class=\"has-inline-color has-vivid-red-color\">3. How Can Your Business Benefit from Email Archiving?<\/span><\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<h3 class=\"wp-block-heading\" style=\"font-size:26px\"><span class=\"ez-toc-section\" id=\"1_Regulatory_compliance\"><\/span><strong><span class=\"has-inline-color has-vivid-red-color\">1. Regulatory compliance<\/span><\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Most industries require organizations to keep business records\u2014and since emails often contain such records, deleting them is a no-no. Email is an important corporate record, and so it must be stored correctly. <\/p>\n\n\n\n<p>All businesses must be able to retrieve emails on-demand for investigation, contractual obligations, litigation, or mandatory submission in the course of in-house auditing.<\/p>\n\n\n\n<p>Industries such as financial services, legal, healthcare, pharmaceutical, and government have strict regulations on what records must be kept. Email archiving helps ensure your business remains compliant with data protection requirements which often demand retrieval of data in its original format. <\/p>\n\n\n\n<h3 class=\"wp-block-heading\" style=\"font-size:26px\"><span class=\"ez-toc-section\" id=\"2_Archiving_aids_with_the_implementation_of_retention_policies\"><\/span><span style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-vivid-red-color\">2. Archiving aids with the implementation of retention policies<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Additionally, email archiving solutions help you to ensure that your emails are retained in accordance with legal and regulatory requirements.<\/p>\n\n\n\n<p>Creating retention policies is a key measure here. A company&#8217;s global retention policy will need to&nbsp;<strong>reflect the email retention laws relevant to your industry<\/strong>&nbsp;as well as contain&nbsp;<strong>guidelines regarding email deletion<\/strong>.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" style=\"font-size:26px\"><span class=\"ez-toc-section\" id=\"3_Removes_human_error_or_laxity\"><\/span><span style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-vivid-red-color\">3. Removes human error or laxity<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Even with documented email retention policies and constant policing, it is not prudent to depend on users to archive their own emails as they may either forget or intentionally ignore these guidelines. Manual methods of retention are also prone to user error. <\/p>\n\n\n\n<p>Email archiving is however an automated process and therefore removes the risk of human error and laxity. You don\u2019t have to rely on users adhering to email retention guidelines because email archiving is automatic. All emails are automatically stored, archived, and preserved for you.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" style=\"font-size:26px\"><span class=\"ez-toc-section\" id=\"4_Email_archiving_preserves_historical_data_and_helps_with_business_continuity\"><\/span><span style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-vivid-red-color\">4. Email archiving preserves historical data and helps with business continuity<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Your employees can easily delete important emails, accidentally or maliciously. Some employees may also delete entire mailboxes upon leaving a company. All these scenarios expose your business to the risk of losing important historical data. An email archiving solution can minimize these risks as it allows for automatic storing and preservation of all emails for a specified duration. <\/p>\n\n\n\n<p>New employees can easily search the archive for useful historical data. This will help them become familiar with client history and in turn, provide better client service.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" style=\"font-size:26px\"><span class=\"ez-toc-section\" id=\"5_Email_archiving_improves_server_performance\"><\/span><span style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-vivid-red-color\">5. Email archiving improves server performance<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>With email archiving, you can have settings to delete emails from your primary mail server according to rules-based processes once they have been archived and stored. <\/p>\n\n\n\n<p>By having the most recent emails in the primary server and moving down older emails to the archive, it helps to reduce the time taken to sync and search emails. Moving emails out of the live (primary) server will help to greatly improve the performance of your email server.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" style=\"font-size:26px\"><span class=\"ez-toc-section\" id=\"6_Improves_data_storage_management_and_eliminates_email_quotas\"><\/span><span style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-vivid-red-color\">6. Improves data storage management and eliminates email quotas<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Many businesses falsely believe that&nbsp;storing email on live servers&nbsp;or&nbsp;using built-in archiving features of their email platforms&nbsp;will solve their email accumulation troubles. In reality, one in every four organizations experiences<strong>&nbsp;storage management growth of over 20% per year<\/strong>. This growth is largely attributed to email use for business and ever-growing attachment sizes. When organizations impose email quotas, they do so to prevent infinite storage growth and poor server performance.<\/p>\n\n\n\n<p>Setting up automatic email archiving off your primary server eliminates the need to use mailbox quotas as a way to limit the use of a mail server\u2019s storage capacity and prevent server overload. Employees also no longer have to waste precious time deleting emails or moving them to PST files like in the past.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" style=\"font-size:26px\"><span class=\"ez-toc-section\" id=\"7_Reduced_storage_requirements\"><\/span><span style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-vivid-red-color\">7. Reduced storage requirements<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Archiving solutions typically reduce the amount of storage required by using:<\/p>\n\n\n\n<ul>\n<li>Advanced compression technologies to compress each email and its attachments before archiving. This helps to save 50% or more in overall storage requirements. OR<\/li>\n\n\n\n<li>De-duplication (also known as single-instance storage). De-duplication ensures that only one copy of each message or attachment is archived. Where a message or attachment is attached repeatedly, only one copy is retained and then referenced.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" style=\"font-size:26px\"><span class=\"ez-toc-section\" id=\"8_Email_archiving_eliminates_PST_files\"><\/span><span style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-vivid-red-color\">8. Email archiving eliminates PST files<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Individual PST files are prone to data corruption or loss, have a huge impact on storage and can be difficult to search through due to their size and number. With email archiving, you can import all historical .PST files into the solution which you can then search with ease.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" style=\"font-size:26px\"><span class=\"ez-toc-section\" id=\"9_Simplified_backup\"><\/span><span style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-vivid-red-color\">9. Simplified backup<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Reducing the primary email server\u2019s load allows&nbsp;faster and easier backup.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" style=\"font-size:26px\"><span class=\"ez-toc-section\" id=\"10_Quick_disaster_recovery\"><\/span><span style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-vivid-red-color\">10. Quick disaster recovery<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>What happens if you accidentally delete an important email? Losing emails may result in a loss of business-critical data. Even with tech giants like Microsoft 365, there are only limited ways to recover deleted emails, and there is no guarantee for success. If you don\u2019t want to take that gamble, consider a <a href=\"https:\/\/www.mailsafi.com\/email-archiving\"><strong><span class=\"has-inline-color has-vivid-cyan-blue-color\">professional email archiving solution<\/span><\/strong>.<\/a><\/p>\n\n\n\n<p>Email archiving gives you&nbsp;<strong>uninterrupted access to your data<\/strong>&nbsp;and allows you to maintain&nbsp;<strong>business continuity in case of a disaster<\/strong>.<\/p>\n\n\n\n<p>Many businesses that host their emails in the cloud falsely believe that they do not need dedicated protection for their email. However, this is not the case. Email archiving is still important. Even though third-party\/cloud-based email providers host your emails, <strong><em>it is not their responsibility to preserve your data.<\/em><\/strong> <\/p>\n\n\n\n<h3 class=\"wp-block-heading\" style=\"font-size:26px\"><span class=\"ez-toc-section\" id=\"11_Accelerates_search_capabilities\"><\/span><span style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-vivid-red-color\">11. Accelerates search capabilities<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Most archiving solutions provide a basic search and retrieval function for archived data. Some solutions allow users to search by email address, to\/from address, attachment name, words within the email, etc. This drastically cuts down the time it takes to find an email.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" style=\"font-size:26px\"><span class=\"ez-toc-section\" id=\"12_Empowers_end-users_and_improves_IT_productivity\"><\/span><span style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-vivid-red-color\">12. Empowers end-users and improves IT productivity<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Locating a single elusive email can turn into a nightmare for your employees, who then reach out to the IT Team for retrieval support. That\u2019s fine, but your IT team already has their hands full. <\/p>\n\n\n\n<p>A fully searchable archive with easy export, restore, download and forward options will save a lot of time and trouble for everyone involved.<\/p>\n\n\n\n<p>Email archiving empowers employees with tools to retrieve their own emails with a single click. They will not have to engage IT to search for them in manual backups (disks or tapes). This, in turn, frees up your IT team from the time-consuming exercise of recovering emails and allows them to focus on more important business matters. <\/p>\n\n\n\n<h3 class=\"wp-block-heading\" style=\"font-size:26px\"><span class=\"ez-toc-section\" id=\"13_Litigation_Support_eDiscovery\"><\/span><span style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-vivid-red-color\">13. Litigation Support (eDiscovery)<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>We all hope to avoid lawsuits, but in reality, many companies end up being involved in some kind of litigation. <\/p>\n\n\n\n<p>There is a lot of potential evidence contained in emails\/attachments.  Because&nbsp;<strong>email is an important corporate record<\/strong>, you may need to provide email records if your company is ever involved in a lawsuit. Unfortunately, many organizations only fully understand the benefits of email archiving when faced with a court case.<\/p>\n\n\n\n<p>Retrieving email data from live servers is time-consuming. To locate all emails relevant to the case, IT teams need to browse entire email histories. They then need to place a legal hold&nbsp;on those emails to prevent any deliberate deletion, alteration and destruction of evidence. Finally, they need to review everything and export it to an accepted format.<\/p>\n\n\n\n<p>Email archiving provides the support necessary in the event of a legal proceeding as it supports eDiscovery. eDiscovery is the process of finding, locating, securing, and searching archive data with the intent of using it in a civil or criminal legal case. An email archiving solution allows organizations to search and filter emails and apply litigation holds without relying on external legal teams for data retrieval. Without email archives, the cost of retrieving data for litigation can be as financially damaging as the litigation itself.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" style=\"font-size:26px\"><span class=\"ez-toc-section\" id=\"14_Email_archives_are_typically_tamper-proof\"><\/span><span style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-vivid-red-color\">14. Email archives are typically tamper-proof<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>While users can search and retrieve emails from the archive, most solutions are tamper-proof \u2013 an essential feature for compliance.<\/p>\n\n\n\n<p>Since email can be used as evidence, it\u2019s vital that your organization can&nbsp;<strong>prove that the emails have been archived in their original state and remained intact while in the archive<\/strong>. It is not possible to alter or delete emails in the archive (yes, not even by the IT department).<\/p>\n\n\n\n<p>Additionally, some solutions also have tamper-proof logging. The archive logs show who reads what in the archive and when they read it. <\/p>\n\n\n\n<p>Some email archiving solutions will digitally sign emails to allow them to be admissible as evidence in a court of law.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" style=\"font-size:26px\"><span class=\"ez-toc-section\" id=\"15_Reduces_the_cost_of_storage_maintenance_and_litigation\"><\/span><span style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-vivid-red-color\">15. Reduces the cost of storage, maintenance, and litigation<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Last but not least, the majority of organizations will see their data grow every year, which equates to increased storage and storage management costs. Most email server systems demand fast, expensive technologies and disks. However, email archiving solutions can work effectively on cheap storage.<\/p>\n\n\n\n<p>Using third-party email archiving services also reduces <strong><span style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-vivid-cyan-blue-color\"><a href=\"https:\/\/mailsafi.com\/blog\/challenges-of-running-on-premise-self-hosted-mail-servers\/\">costs associated with the maintenance of IT infrastructure<\/a><\/span><\/strong>. In this case, the service provider will be responsible for maintaining the infrastructure that stores your emails. This allows you to use cost savings for other important business initiatives.<\/p>\n\n\n\n<p>Email archiving is sometimes considered an unnecessary cost. However, <strong>it only takes one litigation case<\/strong>&nbsp;to understand the true value of an email archive.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" style=\"font-size:34px\"><span class=\"ez-toc-section\" id=\"4_Summary\"><\/span><strong><span class=\"has-inline-color has-vivid-red-color\">4. Summary<\/span><\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p><strong><a href=\"https:\/\/www.mailsafi.com\/email-archiving\" target=\"_blank\" rel=\"noreferrer noopener\"><span class=\"has-inline-color has-vivid-cyan-blue-color\">Email archiving<\/span><\/a><\/strong> is critical for your business, and not just so you can comply with regulations. A huge amount of business-critical information may exist solely in email&nbsp;so it\u2019s vital that you don\u2019t lose this.<\/p>\n\n\n\n<p class=\"has-light-green-cyan-background-color has-background\">MailSafi is a leader in corporate email solutions with 10+ years of experience. <strong><a rel=\"noreferrer noopener\" href=\"https:\/\/www.mailsafi.com\/contact-us\" target=\"_blank\"><span class=\"has-inline-color has-vivid-cyan-blue-color\">Get in touch with us<\/span><\/a><\/strong> to learn more about <strong><a rel=\"noreferrer noopener\" href=\"https:\/\/www.mailsafi.com\/email-archiving\" target=\"_blank\"><span class=\"has-inline-color has-vivid-cyan-blue-color\">our email archiving solution.<\/span><\/a><\/strong><\/p>\n<div class=\"pvc_clear\"><\/div><p id=\"pvc_stats_1721\" class=\"pvc_stats all  \" data-element-id=\"1721\" style=\"\"><i class=\"pvc-stats-icon large\" aria-hidden=\"true\"><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" version=\"1.0\" viewBox=\"0 0 502 315\" preserveAspectRatio=\"xMidYMid meet\"><g transform=\"translate(0,332) scale(0.1,-0.1)\" fill=\"\" stroke=\"none\"><path d=\"M2394 3279 l-29 -30 -3 -207 c-2 -182 0 -211 15 -242 39 -76 157 -76 196 0 15 31 17 60 15 243 l-3 209 -33 29 c-26 23 -41 29 -80 29 -41 0 -53 -5 -78 -31z\"\/><path d=\"M3085 3251 c-45 -19 -58 -50 -96 -229 -47 -217 -49 -260 -13 -295 52 -53 146 -42 177 20 16 31 87 366 87 410 0 70 -86 122 -155 94z\"\/><path d=\"M1751 3234 c-13 -9 -29 -31 -37 -50 -12 -29 -10 -49 21 -204 19 -94 39 -189 45 -210 14 -50 54 -80 110 -80 34 0 48 6 76 34 21 21 34 44 34 59 0 14 -18 113 -40 219 -37 178 -43 195 -70 221 -36 32 -101 37 -139 11z\"\/><path d=\"M1163 3073 c-36 -7 -73 -59 -73 -102 0 -56 133 -378 171 -413 34 -32 83 -37 129 -13 70 36 67 87 -16 290 -86 209 -89 214 -129 231 -35 14 -42 15 -82 7z\"\/><path d=\"M3689 3066 c-15 -9 -33 -30 -42 -48 -48 -103 -147 -355 -147 -375 0 -98 131 -148 192 -74 13 15 57 108 97 206 80 196 84 226 37 273 -30 30 -99 39 -137 18z\"\/><path d=\"M583 2784 c-38 -19 -67 -74 -58 -113 9 -42 211 -354 242 -373 16 -10 45 -18 66 -18 51 0 107 52 107 100 0 39 -1 41 -124 234 -80 126 -108 162 -133 173 -41 17 -61 16 -100 -3z\"\/><path d=\"M4250 2784 c-14 -9 -74 -91 -133 -183 -95 -150 -107 -173 -107 -213 0 -55 33 -94 87 -104 67 -13 90 8 211 198 130 202 137 225 78 284 -27 27 -42 34 -72 34 -22 0 -50 -8 -64 -16z\"\/><path d=\"M2275 2693 c-553 -48 -1095 -270 -1585 -649 -135 -104 -459 -423 -483 -476 -23 -49 -22 -139 2 -186 73 -142 361 -457 571 -626 285 -228 642 -407 990 -497 242 -63 336 -73 660 -74 310 0 370 5 595 52 535 111 1045 392 1455 803 122 121 250 273 275 326 19 41 19 137 0 174 -41 79 -309 363 -465 492 -447 370 -946 591 -1479 653 -113 14 -422 18 -536 8z m395 -428 c171 -34 330 -124 456 -258 112 -119 167 -219 211 -378 27 -96 24 -300 -5 -401 -72 -255 -236 -447 -474 -557 -132 -62 -201 -76 -368 -76 -167 0 -236 14 -368 76 -213 98 -373 271 -451 485 -162 444 86 934 547 1084 153 49 292 57 452 25z m909 -232 c222 -123 408 -262 593 -441 76 -74 138 -139 138 -144 0 -16 -233 -242 -330 -319 -155 -123 -309 -223 -461 -299 l-81 -41 32 46 c18 26 49 83 70 128 143 306 141 649 -6 957 -25 52 -61 116 -79 142 l-34 47 45 -20 c26 -10 76 -36 113 -56z m-2057 25 c-40 -58 -105 -190 -130 -263 -110 -324 -59 -707 132 -981 25 -35 42 -64 37 -64 -19 0 -241 119 -326 174 -188 122 -406 314 -532 468 l-58 71 108 103 c185 178 428 349 672 473 66 33 121 60 123 61 2 0 -10 -19 -26 -42z\"\/><path d=\"M2375 1950 c-198 -44 -350 -190 -395 -379 -18 -76 -8 -221 19 -290 114 -284 457 -406 731 -260 98 52 188 154 231 260 27 69 37 214 19 290 -38 163 -166 304 -326 360 -67 23 -215 33 -279 19z\"\/><\/g><\/svg><\/i> <img loading=\"lazy\" decoding=\"async\" width=\"16\" height=\"16\" alt=\"Loading\" src=\"https:\/\/mailsafi.com\/blog\/wp-content\/plugins\/page-views-count\/ajax-loader-2x.gif\" border=0 \/><\/p><div class=\"pvc_clear\"><\/div>","protected":false},"excerpt":{"rendered":"<p>Although email archiving is over two decades old, some companies are still reluctant to adopt it. The justification for this is often monetary limitations and limited knowledge on why they really need the email archiving service. This is especially true in small and medium-sized businesses in unregulated industries that often seem like a costly and [&hellip;]<\/p>\n<div class=\"pvc_clear\"><\/div>\n<p id=\"pvc_stats_1721\" class=\"pvc_stats all  \" data-element-id=\"1721\" style=\"\"><i class=\"pvc-stats-icon large\" aria-hidden=\"true\"><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" version=\"1.0\" viewBox=\"0 0 502 315\" preserveAspectRatio=\"xMidYMid meet\"><g transform=\"translate(0,332) scale(0.1,-0.1)\" fill=\"\" stroke=\"none\"><path d=\"M2394 3279 l-29 -30 -3 -207 c-2 -182 0 -211 15 -242 39 -76 157 -76 196 0 15 31 17 60 15 243 l-3 209 -33 29 c-26 23 -41 29 -80 29 -41 0 -53 -5 -78 -31z\"\/><path d=\"M3085 3251 c-45 -19 -58 -50 -96 -229 -47 -217 -49 -260 -13 -295 52 -53 146 -42 177 20 16 31 87 366 87 410 0 70 -86 122 -155 94z\"\/><path d=\"M1751 3234 c-13 -9 -29 -31 -37 -50 -12 -29 -10 -49 21 -204 19 -94 39 -189 45 -210 14 -50 54 -80 110 -80 34 0 48 6 76 34 21 21 34 44 34 59 0 14 -18 113 -40 219 -37 178 -43 195 -70 221 -36 32 -101 37 -139 11z\"\/><path d=\"M1163 3073 c-36 -7 -73 -59 -73 -102 0 -56 133 -378 171 -413 34 -32 83 -37 129 -13 70 36 67 87 -16 290 -86 209 -89 214 -129 231 -35 14 -42 15 -82 7z\"\/><path d=\"M3689 3066 c-15 -9 -33 -30 -42 -48 -48 -103 -147 -355 -147 -375 0 -98 131 -148 192 -74 13 15 57 108 97 206 80 196 84 226 37 273 -30 30 -99 39 -137 18z\"\/><path d=\"M583 2784 c-38 -19 -67 -74 -58 -113 9 -42 211 -354 242 -373 16 -10 45 -18 66 -18 51 0 107 52 107 100 0 39 -1 41 -124 234 -80 126 -108 162 -133 173 -41 17 -61 16 -100 -3z\"\/><path d=\"M4250 2784 c-14 -9 -74 -91 -133 -183 -95 -150 -107 -173 -107 -213 0 -55 33 -94 87 -104 67 -13 90 8 211 198 130 202 137 225 78 284 -27 27 -42 34 -72 34 -22 0 -50 -8 -64 -16z\"\/><path d=\"M2275 2693 c-553 -48 -1095 -270 -1585 -649 -135 -104 -459 -423 -483 -476 -23 -49 -22 -139 2 -186 73 -142 361 -457 571 -626 285 -228 642 -407 990 -497 242 -63 336 -73 660 -74 310 0 370 5 595 52 535 111 1045 392 1455 803 122 121 250 273 275 326 19 41 19 137 0 174 -41 79 -309 363 -465 492 -447 370 -946 591 -1479 653 -113 14 -422 18 -536 8z m395 -428 c171 -34 330 -124 456 -258 112 -119 167 -219 211 -378 27 -96 24 -300 -5 -401 -72 -255 -236 -447 -474 -557 -132 -62 -201 -76 -368 -76 -167 0 -236 14 -368 76 -213 98 -373 271 -451 485 -162 444 86 934 547 1084 153 49 292 57 452 25z m909 -232 c222 -123 408 -262 593 -441 76 -74 138 -139 138 -144 0 -16 -233 -242 -330 -319 -155 -123 -309 -223 -461 -299 l-81 -41 32 46 c18 26 49 83 70 128 143 306 141 649 -6 957 -25 52 -61 116 -79 142 l-34 47 45 -20 c26 -10 76 -36 113 -56z m-2057 25 c-40 -58 -105 -190 -130 -263 -110 -324 -59 -707 132 -981 25 -35 42 -64 37 -64 -19 0 -241 119 -326 174 -188 122 -406 314 -532 468 l-58 71 108 103 c185 178 428 349 672 473 66 33 121 60 123 61 2 0 -10 -19 -26 -42z\"\/><path d=\"M2375 1950 c-198 -44 -350 -190 -395 -379 -18 -76 -8 -221 19 -290 114 -284 457 -406 731 -260 98 52 188 154 231 260 27 69 37 214 19 290 -38 163 -166 304 -326 360 -67 23 -215 33 -279 19z\"\/><\/g><\/svg><\/i> <img loading=\"lazy\" decoding=\"async\" width=\"16\" height=\"16\" alt=\"Loading\" src=\"https:\/\/mailsafi.com\/blog\/wp-content\/plugins\/page-views-count\/ajax-loader-2x.gif\" border=0 \/><\/p>\n<div class=\"pvc_clear\"><\/div>\n","protected":false},"author":1,"featured_media":1727,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"footnotes":""},"categories":[101],"tags":[176,177,102,180],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v23.2 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Email Archiving for Business: 15 Benefits | MailSafi<\/title>\n<meta name=\"description\" content=\"Email archiving go beyond regulatory compliance. 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