Resolve All Your Computing Problems With Email Archiving And Other Innovative Solutions

By Author: Shimon Sandler
Total Articles: 5
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Business communication, today, takes place through emails and this has been accepted as the legal way to communicate today. Having said that, it is necessary to add that communication through email is required to be stored and maintained as record, like any other kind of communication, for the required statutory period, such that it may be retrieved, if required for future reference. Given this need for storing and retrieving emails, computer solutions firms have developed the technique of email archiving, which is nothing but a technique where the system automatically extracts and stores messages and attachments that are either sent to or from the system in a read only format, which can be accessed in the future, when the need arises.

The best part of this system is that it creates more space on the server and as they are stored in a compressed format on your disk, it also ends up saving a lot of space on your disk as well. Moreover, email archiving allows for emails to be stored in the exact manner in which they were sent or received, thereby adding credibility to the document, especially if you require using them in ...
... any Court of law as evidence.

Archiving of emails can be done either through in house archiving or by hiring the services of a hosting solutions company. In house archiving would mean that you invest in a good server or even an all in one PC which can easily archive and retrieve your own emails. Although this method is definitely more secure than hiring the services of an outsider company, the cost of such systems could be more than the cost of hiring external services and therefore, you should consider your budget before finally deciding.

Hiring external services means that you are allowing your data to be held and retrieved by external agents. Advantages of such email archiving services include the fact that they are low cost, both upfront as well as running and that they are easily implementable. However, on the other hand, it could mean that you compromise confidentiality while spending more time on retrieval.

There are several reasons for email archiving, chief of which are knowledge management, storage management, litigation and compliance. It is pertinent to note that emails are often referred to as the knowledge repository of any business and therefore, if you want to maintain and pass on this knowledge to the newer generation, then it is essential to archive the same in a way that it can be easily retrieved. While on the issue of knowledge management, it is essential to add that various areas of business require different kinds of knowledge management and therefore, technology must be developed and used to ensure proper management and retrieval of knowledge. For example, in healthcare, it is often necessary to be up to date with the latest medical conditions as well as the latest reports of any patient in question and this can be easily done with the help of a medical computer, which is nothing but a resource tool that is highly useful for the healthcare industry.

The second reason for email archiving is storage management, which is the absolute need of the hour. In other words, if your business has been going for generations, chances are that you are absolutely flooded with emails that require archiving. Allowing your emails to stay on the mail server will only occupy space that can otherwise be allotted to newer mails and communication. Therefore, archiving firstly allows you to free space on the mail server. Secondly, mails that are archived are often compressed, such that they occupy very little space, which in other words means that they do not occupy much space on your server either, making this technology highly useful for your business. In the medical field, through the use of a medical computer or an all in one PC, information can easily be stored and retrieved, which if stored naturally in individual files, would not only occupy more space literally but would also be very difficult to retrieve. Therefore, archiving of data and emails allows for easy storage and retrieval, as and when required.

Thirdly, it is a well known fact today that emails are considered legal forms of communication and therefore, if you are ever in any kind of litigation and require to produce evidence, email archiving will not only help retrieve it immediately but will ensure that the communication is presented in the original format, thereby adding to its authenticity. Similarly, in the healthcare industry, medical computer or all in one PC are used for retrieving medical data, which may be required for litigation or even instant diagnosis.

Lastly, email archiving is absolutely essential for compliance to the law, which essentially involves three aspects, namely, retention of data in its original state, protection of data from unauthorized access and auditability of data, which includes easy retrieval of data, when required despite it being protected.

Tangent Inc is a leading computer solutions company that professes in providing innovative technologies like all in one PC, medical computer and solutions like Email archiving to businesses worldwide.