Your company may have several reasons for archiving email messages. The following are some of the most common reasons for establishing a message archiving policy:
- Business continuity and disaster recovery:
Organizations require secure long-term storage of email communications,
which have become key business assets. With an archiving solution, an
organization can continue to access its complete message record even
when its mail servers or local data systems become unavailable.
- Regulatory and compliance requirements:
Governmental agencies, such as the U.S. Securities and Exchange
Commission (SEC), the Ontario Securities Commission (OSC) and other regulatory organizations, have established
requirements for message retention, accessibility, and security. To be
in compliance, organizations must establish archiving systems to retain
electronic communications and assure that requested materials can be
retrieved and presented in a timely manner.
- Legal discovery and investigations: Organizations
must be able to retrieve relevant messages in the event of legal
discovery, audits, and business or personnel investigations. An
archiving solution assures that evidentiary-quality records are
systematically stored in a central repository, and with security in
place to guard against issues of tampering.
- Storage management: As
the volume of messages continues to increase, an archiving solution
lets organizations offload message storage from their corporate
servers. This reduction in stored messages helps to ensure that server
performance is maintained, minimizes storage costs, and greatly
simplifies restore operations in the event of a server failure.
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