Misconception 1: I'm already using backups – I don't need additional archiving software.

Reality: Backups store copies of information and system data at regular intervals (e.g., every 24 hours) and generally only keep data for short to medium time periods. Data backups are primarily a disaster recovery tool aimed at quickly recovering important systems and files after a loss event. However, data can be lost between two storage points and may have changed between the 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 Since it's impossible to lose or change emails once they've been archived (while using daily archiving and encryption), an email archiving solution can also help a company comply with legal and regulatory requirements regarding the storage of data contained in emails.

Ideally, you should use an email archiving software along with a backup system 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 related blog article.

Misconception 2: My current email service already provides sufficient options for professional email archiving.

Reality: The integrated archiving options of most email service providers generally cannot match the range of functions and features offered by a 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 about the best approach to implementing a professional email archiving environment for Microsoft 365 and Google Workspace.

Misconception 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's usually set according to the actual number of required user licenses. Moreover, a professional email archive provides a range of advantages and the initial investment is quickly amortized. For example, strong "self-service" options mean that users can search for the required emails themselves without having to ask an IT administrator for help. This saves both users and administrators valuable time that can be used elsewhere. Read our technical review titled "Email Archiving – A General Overview for IT Decision Makers" to learn everything about the benefits of an email archiving solution.

Misconception 4: Email archiving is only required in highly regulated industries.

Reality: In many countries, companies are legally required to store business-critical data, including emails and their attachments, in accordance with defined requirements. Especially in highly regulated industries such as finance, healthcare, or education, the requirements can be particularly strict and thus make an email archiving solution necessary.

However, even if your company is not subject to legal archiving regulations, an email archiving solution is still important because it provides benefits that go well beyond compliance. Emails contain large amounts of business-critical information that needs protection, even if there is no strict legal requirement for it. Emails can include not only business correspondence but also proposals, contracts, invoices and sales data, as well as classified corporate data such as internal business processes or financial information. Since this information may still be relevant to a company years after the event, 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. Additionally, a continuous archive of emails may contain evidence that can help in legal proceedings or internal compliance disputes. The list of benefits is long. Read our free technical review titled "Email Archiving – A General Overview for IT Decision Makers" to learn everything you need to know.

Misconception 5: Email archiving is incompatible with data privacy.

Reality: A professional email archive stores original copies of all emails securely for many years, which can provide critical support to internal research teams searching for information during compliance audits, tax inspections, or even as evidence in legal proceedings.

However, the focus of digital privacy has been on protecting personal data for some time now. Since the implementation of GDPR in the EU, data privacy has become a growing concern even outside 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.

Nevertheless, email archiving and data privacy are definitely reconcilable. A professional email archiving solution can use predefined retention policies and deletion rules to delete emails from mailboxes and archives once 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 Summary – Email Archiving Is a Necessity.

Corporate misconceptions about email archiving imply that the topic does not receive enough attention. However, email archiving plays a very important role in storing business information and documents and complying with data privacy laws. In conclusion, email remains the number one communication channel in business and will continue to be so. See here for the daily number of emails worldwide.

Companies benefit in other ways as well when using a professional email archiving solution, besides helping to meet compliance requirements. Learn everything you need to know in our blog post titled "Email Archiving – A General Overview for IT Managers" or download our free technical review titled "Email Archiving Guide."

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 can provide.

Source: 5 Common Misconceptions About Email Archiving – MailStore