A step-by-step guide for corporate executives to reference when selecting an email archiving solution
We’ve broken down the email archiving selection process into steps—find the stage
that most closely applies to your organization’s current situation.
Stage 1: Internal Preparation
Whether your enterprise’s archiving needs stem from compliance, storage management, or litigation issues, a good first step is creating an email use policy. Many companies find that putting together a steering committee comprised of members from different departments is extremely useful. Steering committees usually consist of (at least) members from the legal, human resources, and information technology departments. The committee’s goal should be to ensure that every department’s needs are met by the policy. The archiving product you choose should allow your organization to implement the policy (or policies, when necessary) developed by the steering committee. For more information on creating an email use policy, read our Email Policy & Management white paper.
Stage 2: The Research Phase
When evaluating an archiving solution, consider how the solution’s features and capabilities will contribute to the company’s archiving goals, like policy automation, storage reduction, or employee accountability.
Your company may already have an email or electronic file use policy, which is just one facet of achieving corporate compliance. Quite often, however, employees are not familiar with their company’s email or electronic records use policy—some may not even be aware that the company has a policy. Making sure employees know the policy is just as crucial as creating the policy to ensure compliance, avoid legal complications, and manage corporate intelligence. Enforcing internal policy is becoming an increasingly visible problem, as many organizations, even the White House, have made the news for not adhering to well-defined policies.
One way to avoid sticky legal situations stemming from policy violations is to use an automated archiving product that enforces corporate policy by giving your IT administrator the means to implement the archiving policies for emails or electronic files agreed upon by the steering committee. An automated solution like Enterprise Email Archive or Enterprise File Archive will create a substantial boost in employee productivity, as employees will no longer have to spend time managing their emails and files.
Compliance regulations in recent years have focused on requiring corporate executives to accept accountability for a variety of processes within the company. One way to show auditors and stock holders your company’s commitment to maintaining the highest levels of integrity is to document measures taken to achieve compliance and protect confidential intelligence. Enterprise Email Archive and Enterprise File Archive maintain audit trails of all activities performed by the archive and actions taken by employees within the archive. This will locate abnormal behaviors or inefficient operations and allow management to take appropriate steps, detecting and resolving issues internally. Behavior patterns can be tracked and addressed to avoid possible future conflicts.
Stage 3: Selection and Implementation
Before selecting a solution, think beyond capabilities and features – consider implementation and maintenance procedures and costs. Some vendors charge a ‘transfer of knowledge’ fee, require days of onsite installation, or require additional modules to be purchased from third parties and configured, such as databases and search engines.
MessageSolution products are comprehensive archiving solutions that require customers to provide nothing more than a sufficient server for the software to run on. No additional databases must be purchased; the built-in database in MessageSolution products is pre-packaged and pre-configured. MessageSolution does not hide fees for installation assistance or ‘transfer of knowledge’. Remote archive training for archive administrators is provided free of charge.
Competitive solutions often lead to long-term resource drain on organizations' administrative support team due to their complex architectures, which in-house teams often find hard to support on their own. MessageSolution products are designed for convenient in-house maintenance. One year of maintenance is included in initial pricing estimates; this maintenance includes free upgrades and support.
|Key Benefits of Enterprise Email Archive and Enterprise File Archive:
Granular archive options allow different policies to be leveraged for different departments, locations, groups, or even individual employees.
Emails and files are compressed and stored on a centralized platform for streamlined management. Corporate intelligence will be secured, backed up, and easily searchable and retrievable for litigation purposes.
Security settings mitigate business risk and reduce corporate liability.
High scalability and versatility protect companies’ investments in their IT infrastructure.
User-friendly web-based interfaces mean employees using the archive will not require IT assistance.
Archived emails and files can be restored to its original format and backed up to avoid critical data loss.
Remote installation, maintenance, and configuration reduce TCO.
|Enterprise Email Archive Key Features:
Multiple email server compatibility and email client integration make archiving completely transparent to end-users. View videos of our fluid Outlook and Lotus Notes integration features.
Supports Windows, Linux and Solaris platforms.
|Enterprise File Archive Key Features:
Supports more than 400 file formats.
Convenient Windows Desktop Search integration.