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Why it is Important to Archive an Email Emails are an acceptable form of communication in business, emails are now used to store the records of a company, emails are increasingly now being used, then they must be stored as part of the companies’ records for the same period of time as written records, critical information about a business can be found in emails, emails contain reasonable amount of data thus companies should invest in an email archiving system to secure and store for ease of access An email archiving system functions to extract contents of messages and attachments from outgoing and incoming emails, a good email archiving system should ensure that the recorded information is maintained in its original state, it does this by indexing an storing them in a read only format, archiving emails has the benefit of creating more space on the mail server, this is because emails are stored in compressed formats thus saving a huge amount of space in the disk for companies and users, in a court of law emails can be requested for evidence, thus they should be presented in their original state, the emails also should be presented being as complete as possible If a company does not submit all records as they are required, which should be in their original forms, the company could be claimed guilty of spoilage and may thus face a hefty penalty, in an archiving system, the emails are saved on an index in a manner that is organized, this saves the time consumed in the process of searching, the emails are also made easily accessible, in archives emails are stored in their original forms thus they do not face the risk of being tampered or spoiled
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A business email system is the repository for knowledge about the industry, with an archiving system, the information that is contained within the repository can be accessed easily, ordinarily this would not be an easy task, an archive system do sort records, does provide advanced search of messages and retrieve tasks, generally, an archive system can be managed in two ways, as an in-house solution, or as a hosted solution that has a third party
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An in-house archiving has the repository in a server than is within the office building, this is advantageous in that it offers greater control of data, it also boosts the integrity and maintains the confidentiality of information, even though the information is handled by internal staff of the company, there is an IT security systems team, a company has to buy an email archiving system as well as a server that will be hosting it, hosted solution has a software application located on the server of the companies email, it captures an email and transport it for archiving to a third party data warehouse In the modern business environment, email archiving is of great importance, it is vital for a business to store and record all communication that comes and goes out of the business, nowadays emails are an evidentiary proof in a law court, archiving systems stores emails in an orderly fashion that enables ease of access, this allows for searches and retrieval processes that are rapid, archiving systems have improved efficiency, financial gain and saving time