In today's business environment, where messaging data continues to grow at exponential rates, the need for archiving is more important than ever. In Asia-Pacific, 72 per cent of organizations rate the exponential growth and increasing complexity of data as one of their top data management challenges.
Organizations are not only becoming aware of the importance of archiving data sources, but also the need to make it easier for users to locate that data in the future - regardless of their location.
It has become increasingly complicated for organizations to manage these high volumes of corporate data internally. Faced with stricter external and internal regulatory requirements, much of which is increasingly relevant to email compliance, organizations are beginning to turn away from legacy infrastructure toward smarter compliance tools. This new generation of tools include sophisticated high quality indexing storage solutions to establish and implement an external email archiving strategy.
1. Develop an effective archiving strategy
Given the rise of social networking platforms and instant messaging, it's somewhat surprising that email still remains the primary channel for corporate communication. Users tend to consider their mailbox as a storage facility, and therefore demand access to all of their emails, at all times. This presents an additional challenge for organizations, most of which are also obliged to implement external email compliance measures. This ultimately increase the need for sophisticated email compliance tools, such as search and sampling, which require high quality indexed storage.
In this new age of data storage, where greater value and longer protection is afforded to information, organizations should look to design and deploy an IT infrastructure that is able to support a comprehensive data management strategy. In establishing this data management and compliance strategy, IT decision makers should consider an archiving solution to help reduce storage costs and reduce backup windows. Info-Tech Research guidelines suggest this is particularly so of organizations with at least two regulatory bodies governing the business.
Modern email archiving tools operate with increasing intelligence and efficiency. Larger organizations can opt for solutions that can scale according to aggressive RTO/RPO requirements and are capable of addressing higher risk profiles. Once email information is archived, solutions with built-in storage analytics can determine how this information is both archived and disposed of. Both end users and IT can benefit from this indexed archive data. Discovery of key words and dates can lead to the creation of rules-based automation, where a consistent set of rules can be applied to all archived content.
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