Why You Should be Using Email Archiving

May 6, 2016 The TNS Group

Email has only been around for a few decades. But ever since its advent and mass acceptance, it has become one of the main means to communicate in our current digital age. It has become second nature for anyone who uses the Internet to have their own email address. I can even fondly recall my surprise when I received my 60-year old grandmother’s first ever email to me. It just goes to show how far along technology has come in keeping people connected.

On the other hand, in the corporate world, email is a staple core infrastructure service that almost every business and organization utilizes. As a matter of fact, studies have shown that 70-80% of an organization’s intellectual property is being transmitted and contained within emails. That means keeping them accessible and at the same time, protected, is of paramount import. In due time, keeping data as it scales in size can overload your mailbox and thus produce sluggish performance with your mail application (i.e., Outlook).  This can also put a serious load on your company’s email and storage servers.

So what’s a simple solution for businesses today? Archiving.

Email archiving is a feature that has been around for quite some time. Most email applications provide this in some shape or form.  It’s a very powerful feature that allows you to optimize the performance of your Outlook by preventing it from getting ‘mailbox bloating,’ and at the same time, protect and maintain your data. Contact your Managed Services IT Provider (MSP) for more information and insight into archiving.

Below are some common questions that users usually ask when it comes to archiving:

When should I start archiving?

When one notices Outlook is starting to slow down. Chances are, the size of your mailbox is typically the cause. A good rule of thumb is when your local Outlook data is already above 3-4 GBs and up, it would be a good time to archive older emails.

Is archiving safe?

To ensure that your archives are stored safely and are also backed up, a number of organizations have a centralized storage, such as a file server where email archives are stored. You can also personally backup your own copy (i.e. external drives), as long as your organization permits you to do so and does not impact compliance.

How is archiving done and what if I don’t want to archive all my emails?

One-time archiving allows you to select the parameters of how old, what type of emails, and which folders should be included in the archive.

Is there a way to protect my archives from other people?

A password can be set during the archive procedure.  That way, if you are storing your archive in a file server that other users may have access to, then a strong password should be used.  Click here to learn more about what constitutes a strong password.

Can I automate this process?

Absolutely, “AutoArchive” is a standard feature for most versions of Outlook and for some other robust mail applications as well. You simply set the parameters once, and it will run it on schedule, depending on your specified variables.

Here at TNS, we have industry experts that could provide more information about the benefits of archiving and how to tailor fit it for your needs as a user.  One of our experts can handle the archiving for you during off-hours or the weekend, whichever is most convenient for you. At the end, isn’t technology supposed to be simplified and work conveniently for you? We can make that happen for you.

By Jon Ranara, Client Services, The TNS Group


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