Top 3 Email Archiving Strategies For Your Enterprise

Email archiving strategies are essentially of three different types: in-house email archiving, hosted email archiving and hybrid email archiving. In this article we will explore the strengths of each of these strategies.

a) In-house email archiving, as the name suggests, is doing the email archiving completely within the enterprise; the data center is hosted and managed by the enterprise itself. In-house email archiving helps keep information within the enterprise, and it also ensures that tailor-made email archiving elements can be achieved that suit the enterprises goals and objectives. Such an email strategy ensures that enterprises have complete control over their email as well as ensures that they can be in command of the finances kept aside for email archiving purposes.

b) Even as there are plenty of enterprises who promote in-house email archiving, there are a few problems too, such as increased archiving maintenance costs, hiring of extra resources, etc. Owing to these problems, many other enterprises opt for hosted email archiving. In the hosted email archiving system, an enterprises emails are sent to the service provider who is entrusted with the job of storing it and ensuring that it can be retrieved whenever the enterprise wishes to see it. Since it is a simple exchange of service and the price paid is for a service, it can be stopped if the enterprise is unhappy with it. Alternatively hosted email archiving works for smaller enterprises who do not have a full-fledged IT department, which means that all their IT and systems worries about email archiving will be handled by the outsourced email archiving partner.

c) Despite the numerous benefits of a hosted email archiving system, many enterprises feel that asking an outside partner to manage their confidential email records can be detrimental for their enterprise. Therefore many enterprises are disinclined to opt for an external service provider for their email archiving needs because they still want to have control over their confidential email information. Such enterprises often opt for hybrid email archiving strategies. Email archiving solutions such as hybrid email archiving quite simply combine both in-house and hosted email archiving strategies and merge the actual benefits of the two. A system is typically fixed at the enterprises worksite which manages all the capturing of email traffic and sends it as an encrypted code to the service provider to be stored for future use or retrieval by the enterprise.

Enterprises are typically looking for email archiving solutions and strategies that are within their budgets and are also capable of providing the best possible service for data retention and retrieval.

Messagesolution Releases Enterprise Email Archive 5.6 At Microsoft’s Teched Conference

MessageSolution, Inc., the leading innovator in email and file archiving for electronic discovery, litigation support, compliance, and storage management launched the next version of its award-winning Enterprise Email Archive product line – Enterprise Email Archive 5.6 at Microsoft TechEd 2008 in Orlando, Florida. Held annually, TechEd is the premier technical education conference.

“With the release of MessageSolution Enterprise Email Archive 5.6, legal counsels, internal auditors, executives, and IT administrators have access to a more user-friendly design and an extremely feature-rich workflow, said MessageSolution CTO Jeff Liang.

The new version of Enterprise Email Archive delivers more powerful archive intelligence tools for internal auditors and executives, including drill-down analysis and comprehensive reports. Adding to Enterprise Email Archive 5.6s visual appeal is the ability to create ad hoc professional-style reports from the archives built-in logs and audit trails. Businesses can now clearly illustrate internal record-keeping statistics and easily share reports with colleagues.

Along with improved business intelligence reporting, Enterprise Email Archive 5.6s expanded litigation support features enable businesses to protect corporate intelligence while optimizing storage resources, Liang continued.

Enterprise Email Archive 5.6s enhanced litigation support features include the ability to apply classifications and unique retention policies to case-relevant emails for litigation hold. Enterprise Email Archive 5.6s email classification, privileged email management, and advanced tagging functionalities will help businesses streamline the processing of large volumes of data.

MessageSolution has helped organizations worldwide facilitate the entire legal discovery process, with everything from targeted data search to collection of electronic documents, deposition hold, and complete preparation for the final trial presentation, said Liang.

Enterprise Email Archive 5.6s notation feature also allows legal counsels to share case-relevant information about archived items without impacting archived data in any way. Legal professionals, internal auditors, and end-users can speed along discussions of archived data for litigation events, internal audits, or even business-critical projects.

About MessageSolution:

MessageSolution is the top provider of email, file, and instant message archiving, electronic discovery, compliance, and content storage management. MessageSolution’s products enable organizations to mitigate risk, reduce costs and storage requirements, optimize server performance, and comply with industry and federal regulations. Based in Silicon Valley, California, MessageSolution maintains operations in North America, Europe, and Mainland China, along with distribution channels in Europe, South Africa, Australia, and Asia Pacific.

MessageSolution’s award-winning products, Enterprise Email Archive and Enterprise File Archive, are cross-server onsite archiving software applications. Both products serve organizations across all industries, including finance, health care, education, manufacturing, government agencies and non-profit organizations worldwide. MessageSolution’s products free IT administrators from daily maintenance and increase overall employee productivity.

An Exchange Server Alternative For Small Business

For the business user, the main advantages to working in a company that has an exchange server are:

1. File sharing
2. Access to email from any configured computer
3. Contacts access
4. calendar syncrhonized and shared between all employees

Essentially it means the office worker can use any configured computer to access his or her files, emails and calendar. The company will often configure a laptop and provide remote access so the member of staff can also work from home or while travelling and still have complete access.

The problem with this kind of product when it comes to a small or mid sized company, is that it requires someone to manage it and there is a huge cost, in terms of both initial cost and ongoing expenses.

So if you manage a small business and you want your employees to have a high level of flexibility i.e. to be able to telework or while travelling, or even to hotdesk at the office, you will need an exchange substitute.

There are two alternatives which will offer you many of the features of Exchange without the expenditure.

The first is a hosted exchange server. The second is the Easy-Email synchronization solution plus file synchronization software.

A Hosted Exchange server is a great solution. You get almost all the advantages but you are spared the resource cost and management time. You simply pay according to the number of users. This allows for quick expansion so as the business grows you just increase a user.

Easy-Email is a fabulous alternative for small firms.
Its an email sync answer set out in the form of a series of guides that you, or an IT professional you hire, can follow. It will sync a users mail and contacts on their desktop, laptop, home computer, pda or netbook. In addition it will allow them to manage their email from any other computer via Gmail.

The Easy-Email solution is incredibly good value compared to any other alternative solutions It’s just $67 US for the Advanced Guide to Outlook and you can get all of your staff set up for this fee!
The disadvantage in comparison with exchange is that there is at present no shared calendar so you will need to use a google calendar or similar.

And in terms of shared files and folders its really simple. Set up Dropbox. Dropbox provides you with a system of shared folders that are all automatically sync’d via the internet but they are also stored on the computer so you dont have to be online to access the files. You can select which people have access to which folders and the first 2GB of storage space is free (and it’s very reasonable after that).