5 أسطر شائعة خاطئة حول ت归档 البريد الإلكتروني
تُعد النمو المستقر في حركة البريد الإلكتروني حالة ثابتة دأبت عليها البيئة التجارية على مدار سنوات عديدة، وبالتالي فإن إهمال العديد من الشركات الحفاظ على البريد الإلكتروني كمصدر معلومات متزايد التوسع يبدو أكثر إثارة للدهشة. ومع ذلك، يمكن ضمان أمان المعلومات القيمة الموجودة في البريد الإلكتروني بسرعة وببساطة وبتكاليف منخفضة باستخدام برامج أرشفة البريد الإلكتروني. بسبب نقص المعرفة في هذا المجال، فإن العديد من الشركات لا تزال تُهمّل أرشفة البريد الإلكتروني بشكل كبير، على الرغم من أنها مطالبة قانونًا في العديد من البلدان بحفظ أنواع معينة من البريد الإلكتروني. لذلك، نرغب في هذا المقال في تسليط الضوء على خمس شائعات شائعة حول أرشفة البريد الإلكتروني، وشرح القيمة الإضافية التي يمكن أن توفرها حل أرشفة البريد الإلكتروني المهني لشركة ما، وذلك خارج نطاق احتفاظها بالبيانات البريدية.
Myth 1: I'm already using backups – I don't need extra archiving software.
Reality: Backups store copies of information and system data at regular intervals (e.g., every 24 hours) and generally record data only for short and medium time periods. Data backups are primarily a Disaster Recovery tool aiming to quickly recover important systems and files after a loss incident. However, data between two storage points cannot be recovered and data may have been modified between two storage cycles.
With a professional email archiving solution, copies of all emails, including file attachments, can be safely stored for many years in a faithful, easily retrievable, and permanently accessible format. Since it is impossible to lose or change emails once they are archived (while using journaling and encryption), an email archiving solution can also help a company comply with legal and regulatory requirements regarding the storage of data in emails.
Ideally, a backup system should be used together with email archiving software to benefit from the advantages of both solutions. If you want to learn more about the difference between backups and email archiving and how to benefit from both concepts, please read our blog article.
Myth 2: My current email service already offers sufficient options for professionally archiving emails.
Reality: The integrated archiving options of most email service providers generally cannot match the range of functions and features offered by professional email archiving software. For example, local archiving options rarely support the creation of a tamper-proof archive or allow an archive to be managed independently of the email platform used – two fundamental requirements for a secure email archive. Read our free technical reviews on Microsoft 365 and Google Workspace to learn about the best approach for implementing a professional email archiving environment.
Myth 3: Email archiving is expensive and causes more work for my IT team.
Reality: The cost of running a professional email archiving solution is generally low, as it is usually set according to the required number of actual user licenses. Additionally, a professional email archive provides a number of benefits and the initial investment is quickly amortized. For example, strong "self-service" options mean that users can search for the required emails themselves without needing to ask an IT administrator for help. Both users and administrators can save valuable time that could be used elsewhere effectively. Read our technical review titled "Email Archiving – An Overview for IT Decision Makers" to learn everything about the benefits of an email archiving solution.
Myth 4: Email archiving is only required in industries that are strictly regulated.
Reality: In many countries, it is legally required for companies to store business-critical data, including emails and their attachments, in compliance with defined requirements. Especially in regulated industries such as finance, healthcare, or education, the requirements may be particularly strict, making an email archiving solution essential.
However, even if your company is not subject to legal archiving regulations, a professional email archiving solution is still important as it offers benefits that go far beyond compliance. Emails contain large amounts of business-critical information that require protection, even if there is no strict legal requirement. Emails may include not only business correspondence but also proposals, contracts, invoices, sales data, and even classified corporate data such as internal business processes or financial data. This information may still be relevant to a company years after the event, so it naturally needs to be archived. Switching emails to an archiving system can reduce the load on the email server, while also reducing the workload of IT staff if users can access their email archives themselves. In addition, an uninterrupted historical email archive may contain evidence that could be helpful in criminal proceedings or internal compliance cases. The list of benefits is long. Read our free technical review titled "Email Archiving – An Overview for IT Decision Makers" to learn everything you need to know.
Myth 5: Email archiving is not compatible with data privacy.
Reality: A professional email archive can securely store original copies of all emails for many years, thereby providing critical support to internal investigation teams when searching for compliance audits, tax audits, or even evidence for criminal proceedings.
However, for some time now the focus in the digital world has been on protecting personal data (data privacy). Since the implementation of the GDPR in the EU, data privacy has also become a growing concern in countries outside of Europe. As a rule, privacy laws generally prohibit the long-term storage of personal data found in emails unless it is used for a specific, previously declared purpose.
However, email archiving and data privacy can certainly be reconciled. A professional email archiving solution can use predefined retention policies and deletion rules to delete emails from mailboxes and archives when the maximum legal retention period is reached. Therefore, the benefits of an email archive can be used without fear of violating current data privacy legislation.
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In short – email archiving is a necessity.
Corporate myths about email archiving imply that the subject receives insufficient attention. Nevertheless, email archiving plays a very important role when it comes to storing business information and documents and complying with data privacy laws. In conclusion, email is and will remain the number one communication channel in the business world.
Companies benefit not only from helping to meet compliance requirements but also in other ways when using a professional email archiving solution. Learn everything you need to know in our blog post titled "Email Archiving – An Overview for IT Managers" or download our free technical review titled "Guide to Email Archiving."
Or, if you want to test our email archiving solution, download our free 30-day trial version now and convince yourself of the advantages that professional email archiving offers.