Engineering Firm Uses Email Archiving to Protect Critical Email Data

Engineering Firm Uses Email Archiving to Protect Email Data Email has become a critical factor for companies in the digital age. Used not only as a daily communication tool but also for exchanging important information and documents, email facilitates both internal and customer collaboration. However, effectively using email as an information source can pose a significant challenge for a company's success.

Serving as a reference point for large international industrial groups, the Italian engineering firm LA SIA, already faces this challenge. As a growing company with an expanding workforce, LA SIA currently operates in 8 locations across Italy. In addition to regular communication with industrial customers, the engineering firm is required to deal with a high volume of emails daily due to the continuous need for specialized technical support in the fields of architecture, engineering, and building construction.

Removing Information Silos and Creating a Central Information Source Through Email Archiving with MailStore Server

Previously, the growing email inventory, consisting of important technical documents, contracts, plans, and agreements, was backed up independently by employees who would copy and locally save emails via IMAP. However, this meant that important email data was generally inaccessible to managers and other staff in cases of missing privileges (access rights), such as an employee being on annual leave, taking a sick leave, or leaving the company entirely.

LA SIA called upon the IT service provider Sensible Data to find a solution to this problem and create a flexible central information source with exclusive privileges that would definitely eliminate the need for data silos. Sensible Data decided to implement MailStore Server in order to copy all email inventories into a centralized archive and thus eliminate the need for information silos. Email data previously backed up locally on employees' computers became history. Emails received and sent daily are directly transferred to the archive through email journaling. Data manipulation and data loss are effectively eliminated, and the documentation of all email correspondence is guaranteed to be seamless.

Email data related to the business is not only permanently protected and safeguarded against manipulation in the archive but can also always be accessed and retrieved thanks to flexible privileges. Important data can now be quickly and easily searched for and retrieved using MailStore's Outlook Add-In, MailStore, Web Access, and MailStore Client.

Email Archiving Reduces the Load on IT Infrastructure

After being transferred to a central archive, emails can be deleted from employees' mailboxes, thus reducing the required storage space and leaving overflowing mailboxes and cumbersome PST files in the past. The load on the email infrastructure is noticeably reduced. In addition, backup and restore operations, even when multiple servers are involved, now take significantly less time.

Conclusions: Email Archiving with MailStore Server Enables Effective Use of Data Stored in Emails for Business Success

LA SIA acknowledges that emails are a valuable information source for the company. Therefore, they need to be protected and used efficiently for business success. Data silos and lack of access to distributed email data can hinder any company's commercial operations. A professional email archiving solution not only eliminates this problem but also provides benefits such as reduced storage requirements for the email server, faster backup and restore times, and efficient use of critical email data from a business perspective.

For more information about email archiving at LA SIA, please see our Case Study.

Source: Why LA SIA Uses MailStore Server for Email Archiving