Johannesburg, 15 Sep 2020
Businesses today use a range of channels to communicate, but e-mail remains a critical one. And e-mail’s role has grown in importance since the pandemic compelled more organisations to adopt remote working policies. E-mail data should be preserved and protected in a manner that befits this importance.
By the end of 2023, the number of active e-mail users is expected to number 4.48 billion, with 347 billion e-mails sent daily, according to a forecast by Statista. E-mail is set to hold onto its role as the means to communicate critical information in an organisation, serving as the arteries for the data that every business relies on.
But an e-mail archiving solution needs to meet certain criteria to be effective.
It should:
- Keep e-mail data secure
So much information of such great importance can’t be left to accumulate where it can fall victim to prying eyes or accidental deletion. Historical e-mail data must be thoroughly secured and locked away for when it might be needed again. Such an archive should be encrypted and completely tamper-proof.
- Ensure accessibility
It can seriously harm productivity if archived mail is difficult to locate or retrieve. You don’t want staff to waste their time on the administrative headaches that result from inefficiency. An archive should be searchable to make it possible to quickly locate an individual e-mail and extract it easily and securely.
- Meet compliance requirements
With the introduction of South Africa’s POPI Act and Europe’s GDPR legislation, properly securing historical e-mail data has become a legal requirement that carries a severe penalty for non-compliance. Some industry sectors face especially strict compliance regulations, which can include stipulations pertaining to ease of access.
- Offer cost-effectiveness
The costs associated with the infrastructure, tools and expertise required to manage on-premises archiving can add up quickly. However, this can be resolved with a third-party cloud service provider. A good cloud archiving solution allows a business to focus its resources elsewhere.
Solve challenges
Apart from the challenges of managing and extracting e-mail data, ingesting it can be complex due to the number of data sources involved. Then there’s the question of scalability – as a business grows, so must its storage capacity. A good cloud-based archiving provider will ensure that a business won’t need to solve these problems itself.
SYNAQ’s SecureArchive service is designed to meet legal data retention requirements and support businesses with ease of access, seamless scalability, rock-solid data protection and affordability. This solution is compatible with O365, Google apps, Microsoft Exchange and all popular mail services, with 10 years of unlimited access. Learn more about SYNAQ’s hassle-free archiving solution .
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