Email Archiving—5 Reasons Why This is the Best Email Feature You Never Use

Whether you work in the corporate world or not, you probably send and receive multiple emails every day. It’s a fast, convenient way to communicate with peers, colleagues, clients, friends and family. Of course, email is an extremely popular communication tool for companies—in part because of its ability to document conversations and serve as a searchable repository of information.

In fact, studies suggest that three-fourths of an organization’s intellectual property is contained within email and messaging systems. That means it’s important to protect this data and not just send it to the trash. But keeping that much information can overload your company’s storage servers.

So what’s the best solution?

Email archiving is nothing new. The tool has been around for years—so why don’t more companies use it? Here are five benefits to using an email archiving solution:

  • Storage. When email data is stored on live servers, it can greatly reduce performance as the server gets fuller. The only other options are to delete emails altogether—not a wise option, since important data can be lost forever—or store them elsewhere. Email archiving follows this latter option and moves data to a secure off-site server or cloud environment. Some solutions use advanced compression and/or deduplication to reduce the required disk space in the archive—sometimes by 50 percent or more.
  • Restoration. Depending on what backup solutions you already have in place, email archiving can speed up the process whenever your data needs to be restored. This is because the archived data takes up less space. In addition, restoring non-archived emails becomes faster and easier, because the mail server’s data load is lessened.
  • Security. Just because your old emails are “out of sight” and stored elsewhere doesn’t mean they aren’t protected as well as emails in your live inbox environment. If you’ve got the right email archiving solution, your data is immutably preserved and safeguarded with continuous data backup and premier disaster recovery capabilities. For the best service, look for a provider that delivers reliability, availability and performance with a guaranteed 99.9 percent uptime and financially backed service level agreement.
  • Productivity. When your live servers are bogged down with tons of email data, it can make searching for a specific email or a specific subject grueling and slow. In addition, by getting rid of email box quotas and setting up automatic email archiving, employees no longer have to spend precious time deleting emails or moving them to PST files like the old days. Finally, when you give your employees the ability to easily access archived and backed up email data, you place the power in their hands—meaning they won’t have to engage the IT department to do it for them.
  • Compliance. Most industries require organizations to keep business records—and since emails often contain such records, deleting them is a no-no. Specific industries like health care, financial services, pharmaceuticals and energy have even stricter regulations about what business records must be kept.

When you consider an email archiving solution, remember to research providers and select one that will deliver a user-friendly solution that keeps you in control and maintains high standards of security and reliability.

Related content:

Credit to Microsoft Office Team:https://blogs.office.com/2015/11/05/email-archiving-the-best-email-feature-you-never-use/

Turn Yammer On and Collaborate Confidently – Webinar Wednesday February 19, 2014 at 1:30PM Eastern – Archiving and compliance with Smarsh and Atidan

Join Atidan and Smarsh on Februrary 19th at 1:30PM Eastern where we will demonstrate archiving and compliance for Microsoft’s Yammer social networking platform.  Register here: http://goo.gl/Ojstvh

Many organizations would like to take advantage of the increased cross-department collaboration and employee engagement that Yammer brings, but risk management considerations have loomed as too large of an adoption barrier.Image

Smarsh Archiving & Compliance for Yammer enables organizations to capture, preserve, search, supervise and produce Yammer files and communications in support of e-discovery, compliance and record keeping initiatives. Now organizations can have compliance peace of mind while their employees use Yammer to collaborate, be more productive and update the people, projects and files that they’re working with every day.

Within the Web-based Smarsh Management Console, administrators can search, supervise and produce their organization’s Yammer content alongside other message types, including email, instant messaging and social media. Organizations can also extend the power of the Smarsh proprietary classification and review engine, the Virtual Compliance Officer, to their Yammer archive. Whether it’s streamlining and customizing review processes, focusing search results on the messages that matter most, or automating the classification of communication with custom tags, the VCO offers unmatched efficiency in message review.

At the conclusion of our demonstration, we will describe how Smarsh’s platform can archive and search all electronic message types, including email, instant messaging and social media, in one consolidated destination.

All registrations will be entered to win free copies of Windows 8 and Office 2013!

Contact us at smarsh@atidan.com for additional information about our archiving and compliance solutions!

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Capture 

Yammer communications, including updates, comments, files, and private messages are captured.

  • Comprehensive capture | Smarsh also captures associated metadata, providing greater context around message activity.
  • Support for attachments and versioning | Smarsh archives Yammer attachments and files, including all versions.

Preserve 

Yammer communication is preserved on non-erasable, non-rewriteable media in its native, unaltered format to meet recordkeeping and compliance obligations.

  • Global access | Messages and attachments are always readily accessible via the Web-based Smarsh Management Console.
  • Redundant data centers | Messages are preserved in the redundant, geographically-dispersed Smarsh data centers and saved to WORM (write once, read many) optical storage.
  • Retention policies | Messages are retained in accordance with client retention policies (and active legal holds).

Search

Administrators can search across their Yammer archive based on virtually any criteria, either ad-hoc or on a consistent, systematic basis.

  • Robust field search | Search across all Yammer communications and review entire threads of messages for the context of posts, comments and files.
  • Saved searches | Save search criteria and repeat searches for convenience, consistency and evidence of policy enforcement.
  • E-discovery searches | Run robust ad-hoc discovery searches for one-time instances.
  • Support for multiple lexicon lists | Clients can customize company-approved lexicons of keywords/phrases for search and/or start with a default list provided by Smarsh.

Supervise 

Customize your organization’s supervision experience for optimal efficiency in message review and effectiveness in identifying and mitigating risk. 

  • Hierarchy structure | Permission-based review hierarchy can be configured to model the review structure of your organization. Administrators can assign message supervision roles/authorities to specific users and groups, and grant the appropriate level of access/functionality to them. Smarsh can grant temporary permissions or access to compliance consultants, outside legal counsel or other individuals.
  • Run saved searches | Execute review procedures with regularly scheduled saved searches.
  • Flexible search options |Match search type (random percent, risk score, keywords or phrases) to risk profile.
  • Contextual review | Track the entire thread of each message with comments from multiple individuals, giving a conversation context during review.
  • Full audit review | Every administrator session and action taken throughout the entire lifecycle of a message is documented within the Smarsh Management Console.
  • Take action on messages | Reviewers have the ability to annotate, flag, open/close or escalate messages. All actions are logged and the subsequent metadata is indexed and searchable.
  • Reporting Center | Produce analytics reports on Yammer usage, system audit history and message archive data. Demonstrate policy enforcement and ensure accountability among multiple managers responsible for message review. Reports can be customized.

Produce 

Administrators can retrieve and produce as many messages as necessary, in original form, on demand. Apply policies and export only the necessary data in multiple formats securely and directly to outside counsel, regulatory examiners or third-party e-discovery systems during litigation or e-discovery events.

  • Production options | Yammer data can be securely downloaded to a PC or encrypted and saved to a portable media device. This can be utilized for real-time access to data during an investigation or examination, or to restore data for disaster recovery purposes.
  • Flexible e-discovery export | Export message data in popular e-discovery vendor “load file” formats (and the Electronic Discovery Reference Model (EDRM) XML Interchange Format Schema) and transfer it directly to document review and processing systems.
  • Monthly DVD service | As part of its service package, Smarsh delivers monthly copies of client data via encrypted DVD.

We Archive Everything

Archive and search all electronic message types, including email, instant messaging and social media, in one consolidated destination.