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The Essential Features Of An Email Archiving Solution
Here is a list of features that should be included in an email archiving solution:
• Proper indexing or records for easy search: Indexing of archived mails, especially the text content of the mail is one of the essential features of an online email archiving solution. This allows quick recovery of relevant mails or records when requests for regulatory audits and legal discovery scenarios are made.
• Adequate security and prevention of misuse and tampering: A good email archiving solution should be able to protect records from getting damaged, lost or misused. Maintaining the authenticity of the record or preserving the email record in its original condition is a major requirement that needs to be fulfilled according to content regulation laws. Access restrictions are another important feature that should be present in an online archiving system. Security should be provided at the levels of physical infrastructure, data encryption and application layers. The security measures of your archiving solution should be complaint with regulatory data retention requirements which are application to your respective industry.
• Minimal need of user intervention or automation: An ideal email archiving solution should be able to archive company emails automatically with minimum user intervention.
• Provide support to messaging platforms: In order to ensure high standards with respect to compatibility, an email archiving solution should be able to support all major platforms for messaging.
• Criteria for data retention: Configuration features should be included in the email archiving system by which the company can retain data and define criteria for archiving those data. It should allow users to archive specific messages and mailboxes from specific email addresses and domains. This facilitates automatic elimination of spam or unnecessary content and other informal or irrelevant correspondence.
• Usage as a central knowledge repository: An important feature that should be included in an online email archiving solution is end-user and management access to archives. This way, the company can use its email archive as a central knowledge repository for authorized users to extract relevant information. This practice will improve productivity as well as enable authorized users to access required information present in the archive without any support from the IT staff.
• Usability: The email archiving solution needs to be easy to use during initial implementation, in action as well as during ongoing maintenance. The solution should not be complicated. Cloud email archiving solutions available nowadays allow you to begin archiving data within minutes of initial implementation, because there is no need to install any hardware or software. The solution should also be able to quickly search and retrieve relevant information from individual mail box archives as well as from the entire archive collection. A fast search and data export feature will speed up its functioning.
• Unlimited storage: The archiving solution should be cost effective in the long run and offer unlimited storage facility. Cloud based email archiving solutions allow uninterrupted growth of data without any additional cost or problems of capacity. The point is that the user should not be charged additional fees and have adequate storage space at all times, in spite of the growth in emails.
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