The Best Email archiving software not only helps organizations with simplifying mailbox management but also reduces email storage costs.
Introduction of The Best Email Archiving Software:
The last few years have seen emails become an integral and essential part of the business workflow of organizations. It has become an organizational requirement to maintain a record of emails that were part of an important information or business transaction. Most email archiving software allows the business administrator to set up retention policies that meet the industry standards. They also provide appropriate security features necessary for spam and malware blocking.
Importance of the Best Email Archiving Software:
Emails have become an integral part of daily business communication. They help individuals and organizations in communicating all forms of business documentation which also includes financial transactions and corporate legal statements. Several emails consist of important documentation related to such issues and more which may be required by the organization for operational use.
Email archiving software helps to store these emails in a non-productive environment so that they can be fetched for reference as per enterprise requirements. They ensure that access to all archived emails is accessible to the organization in a convenient manner. This also prevents the need for having an email archiving mechanism on every single system that uses emails in the organization.
Features of The Best Email Archiving Software:
The most basic expectation from any email archiving software is that it must automate the process of email archiving. There must not be a need for human intervention to manage the process of email storage. The software must automatically adhere to the enterprise’s policy of email archiving, at the same time allowing the email administrator to manage the same.
The software must account for the archived email security. It must be able to report malware and spyware in the emails being archived. It should also provide advanced security measures such as anti-spam and antivirus without requiring the aid of additional external software or hardware.
The email archiving software must also ensure the security of the data stored within the archived emails. Advanced software use encryption techniques to set high standards of security with archived emails.
Maintaining data integrity is another important feature of a good email archiving software. The software must ensure that no data is lost during the process of sending emails from a mail server to an email archiving database or during the process of archiving. The emails must be stored as it is when required. The software must allow the indexing of emails. Indexing allows easy and faster access to emails by searching using a special parameter associated with the emails.
Most email archiving software use compression techniques to reduce the size of the emails when archiving. Though the compression used for email archiving is quite insignificant in terms of data loss as the information is mostly in the form of text, the software must ensure that the data in the emails is not lost and is ready to be produced in the same format as it originally was.
The best email archiving software provides for a simple mailbox management tool. This tool automatically captures and saves all emails being sent and received, and hence helps organizations with easy archiving of emails. This tool, however, must be able to integrate easily with hosted email services such as Exchange and Outlook.
Lastly, the speed of archiving and retrieval matters a lot. The process of archiving an email or retrieving one from the archive must be hassle-free and instantaneous. The software must ensure that proper indexing of emails is done while archiving them so that they can be retrieved easily and fast when required.
Advantages of Using the Best Email Archiving Software:
Out of the several advantages of using the best email archiving software for businesses, the most effective one is the reduction in costs for storing and processing of old emails. Additional features such as anti-spam and anti-malware reduce the organization’s cost of using separate software or hardware for these services. They smooth the process of email usage by eliminating the need for separate email storage or archiving mechanism on individual computers.
So, now you know email archiving software is very important for growing up your business ASAP. The most effective one is maintaining data integrity. I think now you know all about choosing the best email archiving software for you.