– Jeff Gorman, Business Unit Director
Without question, email is the de facto standard for business communication. As the use of email grows, companies are facing the challenge of ensuring that their email traffic is adequately stored and compliant with various industry regulations as well as other corporate policies.
Not long ago, before the onset of many of the corporate, government and industry regulations that companies must adhere to today, the predominant way to store email and other sensitive data was through backup tape. One reason for the reliance on this form of data retention is that, until now, the cost and complexity of email archiving solutions made them difficult for businesses to consider. However, accessing data through backup storage can often be costly and inconvenient for most companies. Email archiving solutions present a much more centralized and secure option for storing email so that it can be retrieved easily and in a timely fashion.
There are four primary reasons to consider an email archiving solution to help manage the massive amounts of data that are sent and received by an organization.
First, the solutions provide litigation support. The cost of finding and producing information relevant to legal proceedings in an unmanaged retention environment can be excessive. Archive solutions structure the storage of mail and are designed to greatly simplify that data collection process.
Second, the solutions excel at storage management. Not only does the volume of email messages continue to increase annually, the size of the average email also grows each year. With increased use of file attachments and embedded images in mail messages, the storage requirements are rapidly growing. Archiving solutions provide a more resourceful way of handling this issue than simply provisioning additional storage. The ability to migrate messages beyond a certain age to storage outside of the live mail database, while still leaving it readily available to end-users, reduces the workload on mail servers. The ability of archiving solutions to deduplicate and optimize the storage used for the archived data further reduces resource requirements.
Third, implementing an email archiving solution improves knowledge management within the messaging environment. Email archiving systems provide additional tools essential to storing and controlling access to an organization’s knowledge base, kept within the messaging environment.
Finally, an email archiving solution achieves industry compliance. There are numerous regulations impacting most business verticals that require some form of email retention as well as specific parameters of how email should be stored and for how long it must be retained.
Email archiving solutions help with the concepts of:
- Email permanence (maintenance of messages in their original form)
- Security of email (protection against unauthorized access & safeguarding from destruction)
- Auditability (accssibility of messages in a timely fashion, by authorized personnel only)
These characteristics make email archiving solutions beneficial for organizations requiring compliance with FRCP, SOX, HIPAA, SEC/NASD, and many other regulatory guidelines.
One archiving solution that has a proven track record with organizations of all sizes is the Barracuda Message Archiver, which has the capacity to store and index years’ worth of data through a combination of internal and external storage. In addition, the Barracuda Message Archiver’s comprehensive email indexing features allow administrators and auditors to quickly sort emails based on typical message fields: sender, recipient, received date, created date, subject line, size, attachments, importance, words in the message body and so on. Further, email attachments are fully indexed and messages can also be tagged for in-depth searches for the purposes of legal discovery, regulatory compliance requirements or for efficient sorting of large repositories of emails.
The Barracuda Message Archiver helps achieve compliance by maintaining integrity over the storage, access, and content-based policies governing emails. With its role-based administration, the Barracuda Message Archiver enables you to assign special privileges to Auditors enabling them to search and enforce content-based policy to comply with regulations. With a set of tamper-resistant protections built into the system, the Barracuda Message Archiver safeguards against potential alterations or deletion of archived emails.
The exponential growth of email has created a variety of data management challenges across all industries. Contact your Keller Schroeder Senior Account Manager today to coordinate a review of your current messaging infrastructure and to discuss whether an email archiving solution may help you achieve multiple modern-day business requirements.