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Will This Become More Overhead I Need To Manage? There will be costs to implement an archival system, but there are ancillary benefits that can actually give you an ROI with this solution. Relief on the mail server storage. Many employees never delete their email or attachments. As usage and volume increases, the need for additional storage is perpetual. An archival system could systematically delete emails based on roles/policy and retention parameters you define. The email is never actually lost, as the archival system always maintains a 'read only' copy. Employees can be given access to their specific emails via a browser based tool in the archival system. Efficient storage and compression. Attachments and multiple emails are not stored multiple times. If an email with a 3MB attachment is sent to ten recipients in the company, only one copy of the attachment and email is compressed and stored. This is called 'single incident storage'. Retrieval on any of the ten users would show the email and attachment in full content. Additional efficiencies are gained by compression. A 10:1 data compression is becoming common on archival appliances. Disaster recovery/ Business Continuity. Email has been proven to be critical to a company's business execution and needs to be restored ASAP in the event of business interruption. An archival system will quickly restore all history to within the minute of interruption. Compliance reviews/proactive management. The archival system can also filter content and trigger notifications. If for instance, a credit card or social security number is sent out via email and is not allowed, it can be detected as it is stored. Immediate notification to an administrator would occur allowing you to deal with the incident in a proactive mode. Periodic reviews can also be performed to assure your email policies are being followed. Conclusion Hopefully, you can see benefits to implementing an archival system and not only 'regulatory burden'. Visit our website for more info and Case Studies of how simple and quick deployment can be for your company. You have the responsibility to maintain your company’s digital environment, with the right tools you can now also have the control to assure compliance and protect your company’s assets. Does your company have a formal written policy in place for your email usage? Request our free Word template 'Policy on Email Usage and Archival' that you can customize to your environment in less than thirty minutes. This could become a notable first step to addressing email compliance in your workplace. Contact us for a free copy. About the Author: Dan Schutte is the President of Enclave Data Solutions, specializing in messaging security, content filtering, anti-spam software, email/IM archival and compliance. Visit http://www.enclavedata.com to read actual Case Studies of how companies have successfully protected their data networks and messaging. Source: www.isnare.com Permanent Link: http://www.isnare.com/?aid=232153&ca=Computers+and+Technology
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