Offices are often a hive of communication. Whether through phone calls, social media or skype, there are numerous ways we can communicate with customers and clients. For most professionals, however, the communication of choice is email. Quick and easy to send, plus providing a record of conversations, emails are an essential part of modern businesses.
Emails are not only used for everyday communication, but also often used for sending and receiving private documents and personal information. As such, it is vital that your company ensures that it archives all its emails for both legal and business purposes.
Many business owners find that storing their emails for a minimum of six years covers most regulations and potential business issues, however some prefer a minimum of ten years and others for as long as possible. It is important when deciding how long you are planning to archive your emails for you take into consideration any legal requirements surrounding the emails you hold, particularly if it contains personal information or legally binding documents.
In addition to potential issues and compliance reasons, business owners are often keen to archive emails for their own security and future needs. While you can never be certain what future events are going to impact your company, knowing that you have key emails safely stored will provide peace of mind that you have the information available should you need it.
How to archive your emails
While it is possible to archive emails in-house, this is often the more expensive and time consuming option. Using an external email archiving service, however, will mean that you have the peace of mind of knowing that your emails are securely archived without the hassle of having the right equipment and skilled staff to do it yourself. Another reason for using an external archiving service is that it will meet with all data protection regulations, meaning that you will not find yourself inadvertently breaking the Data Protection Act by not properly protecting the information within your emails.
Along with security, you need to ensure that the company you choose to archive your emails through provides the right service for your requirements. For example, it is important that they are compatible with the email system you use, provide the access you require and the amount of storage you need for the amount of time you need. You should also take into account how easily you will be able to find and access the emails you require, ensuring that the archiving system you use provides simple and flexible searching, filtering and recovery methods.
In addition to this, you should decide which emails you want stored, for example for every mailbox in the company or just specific ones, and ensure the archiving system allows this. Easy set-up is another key requirement for many business owners, as there is no point in spending money in outsourcing your email archiving only to have to spend a vast amount of time in setting up the service and retrieving the emails you need.
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