There are a number of solutions to email archiving. For instance you can create an Outlook archive on your servers, or you can use a cloud-based solution such as one of those that is available from providers such as Mimecast. Whatever solution you adopt, it is important to be aware how important email archiving is, and that its importance runs even deeper than just compliance and the need to maintain records.
A well known university processor has a novel way of filing his documents, of which he receives large numbers on a daily basis. His desk is always piled high with papers and underneath it at one end he keeps a waste paper basket; at the other there is his inbox. He takes papers from his inbox and piles them alongside it. When that pile is sufficiently high, he pushes it along and starts another pile, causing the last pile in the line to fall off his desk into the waste paper basket.
It takes around six months for a document to traverse the length of desk, and his philosophy is that if he hasn’t needed it by then, he never will. No doubt he treats his email in a similar fashion.
Of one thing you can be certain; your email inbox will grow, and if you fail to do anything about it, it will grown to an unmanageable monster taking up a huge amount of space on your hard drive and email server. Ultimately you will be forced to do the same thing as our professor, dump it into your waste paper basket and delete it.
Of all the email you receive, some of it will be important, some of it will be useful, and most of it is likely to be irrelevant at the best and spam or malevolent at the worst. So which ones should you keep and which ones should you discard?
If you are working for a large organisation, then hopefully your company has an email retention policy. Any company that relies on its employees to decide on which emails should be retained and which should be discarded is asking for problems and is quite likely to be breaking the law.
Ideally an email archive will grab every internal and external email that is generated or received by the organisation including all attachments and metadata. It will treat these according to the company’s retention policy which should be compliant with current legislation. Once the email has exceeded its retention period, it should be deleted automatically.
Any organisation that fails to implement an appropriate email archive policy could find that the implications could be very costly.
[author ]This is a guest post by Adam a new Londoner, who has interests in recruitment, all things techie, a passion for travel and a love of fashion. He blogs about recruitment, travel and IT/technology as well as latest trends in men and women fashion. If you want Adam to write you specific content, feel free to message me on Twitter (@NewburyNewbie).[/author]