It's no secret that the standard method of corporate and nearly all communication these days is email. Email consumes more employee time than almost any other task.
Research shows that users spend one-quarter of their time working with email. And an additional one-quarter sorting our spam emails.
Furthermore, as much as 75 percent of a company's intellectual property exists only within email.
It's no wonder regulatory agencies require email archiving and searching solutions.
Email archive from eWorxS is a secure storage space on site or in the cloud for all email messages that requires no interaction from the end user.
Email archiving is an automated process for preserving and protecting all inbound and outbound email messages (as well as attachments and metadata) so they can be accessed at a later date should the need arise. The benefits of email archiving include the recovery of lost or accidentally deleted emails, or restoring of email servers or email accounts accelerated audit response, preservation of the intellectual property contained in business email and its attachments and "eDiscovery" in the case of litigation or internal investigations (what happened when, who said what).
Email Archiving is the process of capturing, preserving, and making easily searchable all email traffic to and from a given individual, organization, or service. Email archiving solutions capture email content either directly from the email server itself (journaling) or during message transit. The email archive can then be stored in the cloud or on site. Regardless of the location of the email archive, it gets indexed in order to speed future searches, and most archive vendors provide a search UI to simplify query construction.
As enterprises of all sizes grow more reliant on email, the business value of that content is also growing. To protect this increasingly valuable information (intellectual property), numerous standards and regulations have been enacted to require records protection and retention as well as timely response to legal (discovery) and information (FOIA) requests. Modern email archiving solutions allow companies to meet regulatory requirements or corporate policies by securing and preserving data and providing flexible data management policies to enable authorized users to enact 'legal holds', set retention and purge policies, or conduct searches across multiple mailboxes to complete various inquiries.
For legal discovery, email archiving will lower the overall risk of spoliation and greatly speed up electronic e-discovery. This is because messages are indexed, audit trails are provided, messages are deduplicated, and legal hold/preservation can be applied. For litigation support, email can be retrieved quickly and a history of the email exists to prove its authenticity for chain of custody. For compliance support, email records are stored in the archive according to administrator defined retention policies. When retention periods expire, email is automatically deleted by the archiving application. In order to be compliant, an organization can intentionally destroy email messages, so long as
If an organization has multiple separate applications, for example for e-discovery, records information management, and email archiving, each application may have a separate database and it becomes difficult to de-duplicate messages and ensure that a single retention policy is being applied. From a legal point of view, this is important because once retention periods have expired the message should be purged from the archive. Messages that are not purged are still discoverable, should litigation arise at a later date. As such, without a unified archive it is difficult to ensure one single retention policy. This problem is magnified for large organizations that manage tens of millions of emails per day.
eWorxS system does not allow any person, administrator to purge and emails, on completion of the contract all archived emails are move but not purged, these mails can still be accessed on a later stage at a reasonable cost.
Without email archiving, email likely exists on some combination of backup tapes and on end users’ local workstations. If a specific email needs to be found for an internal investigation or in response to litigation, it can take weeks to find and costs a great deal. With today’s legal discovery rules and compliance legislations, it has become necessary for IT departments to centrally manage and archive their organization’s email, so email can be searched and found in minutes; not days or weeks.
Email is the lifeblood of many modern businesses, and enterprises today depend more on reliable email service. Virtually all enterprises implement a messaging infrastructure to connect workers and enable business processes. In the e-commerce arena, employees may require access to email to close sales and manage accounts. These employees, plus many others, may choose to keep their emails indefinitely, but some organizations may mandate that emails more than 90 days old be deleted. Setting these kinds of retention policies deserves careful consideration as a single email could help a company win a lawsuit or avoid litigation altogether. Email archiving can also be used for business continuity at the individual employee level. When one employee quits, his/her replacement can be given access to the departed employee's archived messages in order to preserve correspondence records, and enable accelerated on-boarding.
As part of a comprehensive disaster recovery plan, an email archive can be instrumental in an organization's effort to "get back to business". An offsite, online archive means that secondary facilities can spin up messaging servers and quickly get access to the last mails sent/received as well as all historical messaging data. Offsite archives can take the form of disk farms (SANs) in distant DR facilities or email archives stored in public/private cloud environments. It should be noted that while email archiving products do capture and copy all messages, they are not mirrored copies of the messaging server itself, and therefore cannot help recreate user accounts/groups in the event of a disaster.
Every email message takes up space on an email system's hard drive or some other permanent storage device (e.g. Network Attached Storage, Storage Area Network, etc.). As the number of these messages increase, simple operations such as retrieving, searching, indexing, backup, etc. take utilize more information system resources. At some point older data must be removed from the production email system so that they can maintain a level of performance for their primary use, exchange of email messages. Email archiving solutions improve email server performance and storage efficiency by removing email and attachments from the messaging server based on administrator defined policies. Archived email and attachments remain accessible to end users via the existing email client applications.
E Mail Archiving Message Discovery, powered by MailArchiva, goes beyond the functionality of our security offering to give customers maximum control and flexibility over your electronic records archive, meeting discovery, and compliance objectives.
In addition to the security provided by E Mail Archiving Message Security, powered by MailArchiva, E Mail Archiving Message Discovery provides archiving, discovery, and compliance functionality.
Whether you must respond to a discovery situation or want to prepare in advance for an eventual request, E Mail Archiving Message Discovery can help you find and manage the right information quickly and painlessly.
Here are many reasons; some of which are discussed below: