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5 Reasons Your Business Needs an Email Archiving Solution

Dec 1, 2016 by Romulo Melillo

As an essential, globally recognised communication tool, email is at the centre of most business operations. Research by Osterman found that as much as 75% of a company’s intellectual property is contained within email and messaging systems. That’s a lot of business-critical information sitting within one system. How do you manage and secure it –  especially as time goes on and the data builds and builds?

Email archiving may not be the most glamorous of IT solutions, but it is vitally important. If you don’t have an effective strategy, then you could encounter all kinds of problems and issues.

In this blog post, we will explore the top 5 reasons why businesses need to implement a comprehensive email archiving solution.

1.Storage Management

High volumes of email are sent within businesses every day, placing increasing pressure on SysAdmins to manage both storage and security issues. The necessity to reduce storage on production servers, as well as quickly access, search and centralise data are the kinds of ongoing storage headaches that SysAdmins face. Large amounts of data hosted on an email server will often lead to decreased user performance, and as the amount steadily increases, it won’t take long for servers to reach capacity. If you use an email archiving system you can side-step the constant battle with storage (particularly if it’s cloud-based) – and stay safe in the knowledge that your data is securely stored if you ever need to find it.

2.Knowledge Management

Each user’s email inbox is likely to contain business-critical data in some shape or form, and it needs to be preserved. Many businesses make the common mistake of thinking a backup solution serves the same purpose as an email archiving solution, but some backup methodologies simply copy and save a daily snapshot of data. Email archiving goes a step further, and creates a central repository for emails, which is stored securely and extracts all metadata, content and attachments from each email after indexing them. A solid knowledge management strategy cannot be achieved without an email archiving solution – if 75% of your intellectual property sits in emails, it is vital that this information is secure, searchable, and accessible.

3.End User and IT Productivity

How many times have your team encountered stressed users who come to you to restore a file that’s accidentally been deleted? Avoiding this eventuality, and the potential data loss associated with it, is one of the primary reasons why email archiving is so important.

The ability to quickly retrieve users’ lost data is crucial for productivity, ensuring that user-created content can be found in minutes rather than hours. But a good archiving strategy is about more than just minimising disruption (and stress levels), it should also put the power into your users’ hands. If your users are able to search and retrieve the items they need themselves, then you have instantly increased two things: time and self-sufficiency


IDC research concludes that 99% of all business documents are created and stored electronically. This includes over 60 billion emails being sent every day. It is critical that all organisations – no matter whether they’re in a highly regulated sector or not – have a sufficient email retention policy in place to protect the data shared via email.

Depending on your industry regulations, compliance is also an important reason for implementing an email archiving system. When you think of compliance, some industries immediately come to mind, such as financial services, healthcare, pharmaceuticals and energy, but less regulated industries (such as retail and manufacturing) are also facing increased pressure to meet industry compliance standards. Automatically archiving your business-critical content forces compliance, as all email content is stored securely, but can be made available for legal search requests when required.


The final reason for implementing an effective email archiving system is the possible risk of legal action occurring within your organisation. If an incident occurs, and a claim is made against an individual, product, concept or anything pertaining to your organisation, you need to ensure that you are able to gather everything you can to make an initial assessment of the case, place any relevant items on legal hold, and provide these items to support investigative procedures, if they take place.

Apart from the financial services industry, there is no universal law governing how long emails should be retained for. Having an email archiving system that can index, retrieve, store and export a search of relevant materials will increase eDiscovery speed and efficiency. A search that could have taken days or months when trawling PST files or backup tapes, can be completed in a matter of minutes.

What happens when you migrate to Office 365?

Many organisations have bulky email archiving systems on-premises, which typically demand a lot of time and resources to maintain. When you make the move to Office 365 you receive a sophisticated built-in archiving solution – particularly if you select an E5 licence. During the migration, there are tools available which can help to facilitate the transition, so that you don’t lose access to your data during the process. [vc_column width=”1/4″][vc_column width=”3/4″]Want to find out more about solutions for fast, secure email archive migrations?

Archive migration solutions such as Quadrotech’s ArchiveShuttle take the pain out of large volume storage management by automating the extraction of large amounts of data, without placing any strain on the time and resources of the IT team.

With its flexible, modular approach, ArchiveShuttle does the heavy lifting, seamlessly migrating mountains of mail and journal archive data with minimal interruption to your users – who have seamless access to their data whilst you’re moving the archive to Office 365.

Need to liberate your email archive? Find out more about ArchiveShuttle here.