Secure Email Archiving

The implementation of secure email archiving programs could be of significant advantage to a business that is operating in a regulated industry, managing a large amount of email correspondence or storing business critical details on a mail server – perhaps with the private information of EU citizens.

Software for properly archiving emails helps businesses comply with security laws – such as for instance those contained within HIPAA, Sarbanes Oxley as well as the General Data Protection Regulation (GDPR) – offers complete email audit performance, and also adheres to compliance requirements associated to e-discovery, auditing and retention.

For firms that handle and maintain a large amount of email, transferring retained messages to a safe email archiving solution will help decrease mail server workload and mitigate the danger of a worker stealing data to resell on the black market or even share with a new employer. Protected email archiving program also can guarantee the integrity of Electronic Stored Information in case an enterprise must make it available under the Federal Rules of Civil Disclosure.

Different companies have various objectives for archiving emails. A few might only desire to use secure email archiving software for backup and disaster recovery, while others might want to clean the mail servers of information that they are legally required to maintain and ensure access to in certain situations.

Nevertheless, when access to information is needed, a cloud based application for properly archiving emails is a more effective option than archiving email onto magnetic tape or a disk. Emails are archived in a single place – instead of across several different places – enabling more efficient indexing and also faster retrieval.

Moreover, using physical solutions comes with the danger of information being lost because of damage, theft or the loss of the actual storage device. Stolen confidential data is valuable on the black market as it may be used to commit identity fraud – usually for a lot more than could be earned for stolen credit card info.

Advantage Secure Email Archiving Software

Besides the security and compliance issues which are solved by cloud based applications for properly archiving emails, protected email archiving software cuts down the demand on IT support services, removes the demand for email inbox quotas and also PST files, and also allows easier management of email.

Human error, environmental factors and technical problems have become the main causes of email “disasters” where email messages could be misplaced and deleted. Protected email archiving software allows businesses to retrieve the email accounts, emails, and attachments with the click of a mouse.

The tagging and indexing carried out by software program for properly archiving emails also allows businesses to access information fast should a complaint from a client or HR dispute warrant it.

Having the ability to resolve possible civil action easily will save companies significant sums of money and time. The benefits are there to be seen when eDiscovery requests are received.

FAQs

What are the advantages of cloud-based email archiving?

With cloud-based email archiving, there are no storage concerns. You will never run out of storage space. You will not need to maintain any physical servers, as the service provider will handle the hardware and maintenance. You will also not need to back up your archive, as your service provider will do that. There is also no capital expenditure. You simply pay the per-user or per-mailbox monthly or yearly fee.

What are the advantages of on-premises archiving?

On-premises email archiving uses appliances or existing hardware in an organization’s own on-premises data center. If you have the IT infrastructure for housing an archive, and the staff to maintain it, on-premises archiving may be a good choice. The advantages are total control of the archiving process and potentially better security, although you will need to protect against hardware failure and data loss.

What additional costs should I be aware of with cloud-based archiving?

An important consideration when choosing an email archiving service provider is whether you have to pay for inactive mailboxes. If you have a large turnover of staff, over the course of a few years you will have many inactive mailboxes. The cost of maintaining those mailboxes can add up over time.

What happens if my email archiving provider goes out of business?

Since email archives are meant for long-term storage – often many years or even decades – there is a risk that the provider may go out of business. You can reduce the risk of problems by choosing a solution that can export in a variety of different data formats, to ensure that if you need to change provider it will be as painless as possible.

What are the minimum retention requirements in HIPAA?

HIPAA does not have any retention requirements for medical records, although some states have introduced laws that require email and healthcare data to be retained. HIPAA does have record retention requirements for policies and procedures, which must be kept for 6 years from the date of creation or from when the policies were last in use.

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