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Top 10 Reasons to Archive
October 2, 2009 12:00 PM

By Ashley Coover
Ashley Coover
Assistant Marketing Manager
MessageSolution, Inc.

1. Electronic Discovery.
Recent changes to the Federal Rules of Civil Procedure made it clear that any information stored in a visual format can be called upon in court, including emails, attachments, and calendar files. Archiving captures file and message content, attachment information, and all metadata for faster, more accurate search results. Many archiving products leverage advanced e-discovery features, such as searching by full text key word and key phrase, word proximity, file size, format, data, sender, recipients, and more.

2. Compliance.
Industry as well as federal regulations, like Sarbanes-Oxley, require companies to preserve electronic business records in a secure but easily accessible manner. Real-time, or journal, archiving ensures that companies capture every piece of information before employees can delete it. Archived information is secure behind corporate firewalls from outside parties, while intensive access control features restrict employees’ ability to access and manipulate archived data. Retrieving data from an archive is a matter of defining search terms and hitting the ‘search’ button, then waiting a few seconds.

3. Reducing storage.
While the cost of storing data is decreasing, the price of managing data is growing, causing many organizations to reconsider their current storage methods. The first step toward better storage management that archiving provides is a centralized repository. An archive with in-process compression and de-duplication reduces storage volumes, while automated policy application significantly reduces time spent managing storage.

4. Getting back hours of productivity from employees.

Employees generally spend more than an hour every week managing their inbox and historical files. Automated archiving gives employees back time that they can spend on current projects, instead of worrying about retaining old records. IT administrators will quickly get used to having an extra few hours a week to spend on other projects.

5. Streamlining records management.
When employees create local archive files and take business records home on Flash drives, it’s hard to determine where your company’s critical business records are and what information is available. Import your PSTs into a centralized archive and automatically capture (and sometimes restrict) emails and historical files from employees for comprehensive, convenient top-down records management.

6. Reducing the risk of human error. recently reported that the bulk of corporate security threats originate with employee behavior. Improper electronic records management ranges from deleting vital intelligence or incriminating emails to saving records that should not be retained. This is not to say that all users intend to misuse their email, but many tend to forget that improper retention places the company at risk. Many even consider themselves doing the company a favor when they create local archive files or save data on private disks, forgetting that this de-centralizes data and makes it more easily available to those who might misuse it. Automating email and records management takes the responsibility of managing inboxes and historical files off of employees.

7. Securing critical intelligence.
A continuation of number six, improper records management can result in valuable information becoming easily available to hackers or laptop thieves. Aside from external threats, organizations must consider the threat of malicious or ignorant employees. Without regulating information access, business-critical intelligence can be manipulated, erased, exposed or otherwise misused by an employee or outside party. Archiving software can be installed behind your corporate firewall, with role-based, password-protected archive access, encrypted archive storage, and ‘restricted’ zones.

8. Preparing for disaster.
Should your primary database or server go down, anything not saved after your most recent backup will be lost. Using real-time, or journal, archiving, you can capture every piece of information that goes through your email server, while consistent file archiving sessions minimize data loss. Run consistent backups of your email archive to ensure all your emails and files are available for retrieval in emergencies. The centralized archive also streamlines and speeds up the disaster recovery process.

9. Encouraging accountability.
Creating and implementing policies for managing email and other business records promotes transparency of operations. Archiving policies can be applied universally or customized for specific employees. Employees often improve their email and file use behavior when they realize that every email they send can be easily reviewed by their superior.

10. Locating problematic behavior.
Employees who consistently attempt to abuse email and records management policies are a threat to the entire company. Locate problematic behaviors and address them before things get out of hand with archive user access reports, which alert the administrator when an employee attempts to perform a restricted action in the archive.

For more information on archiving practices, visit

MessageSolution empowers today’s organizations to better manage their messaging resources and corporate intelligence, whether their ultimate goal is to comply with industry or federal regulations, to respond more quickly to electronic discovery or litigation hold requests, to reduce storage requirements and costs, to optimize server functioning, or to prepare for disaster recovery. With more than 20 years of high tech experience, the MessageSolution team puts their skills to work creating software to solve IT problems for enterprises in various industries across the world. Find more information on MessageSolution.

Enterprise Email Archive™ is MessageSolution’s breakthrough on-site email archiving software solution designed for Exchange, Domino, GroupWise, and Linux messaging environments. Enterprise Email Archive™ contains advanced features to address the major business needs behind email archiving--regulatory compliance, electronic discovery, storage management, backup, and disaster recovery. For detailed product specifications and features, visit the Enterprise Email Archive product page.

Ashley Coover
Assistant Marketing Manager
MessageSolution, Inc.
Ashley Coover attended the School of Journalism at the University of Florida. She began her writing career as a newspaper reporter, later working as an editor. Interests in technology lead her to move across the country to Silicon Valley, where she writes web site content for MessageSolution, Inc., an email and file archiving company. She works closely with the product development team and the product architect to construct useful articles for organizations in need of archiving solutions.

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