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Posts Tagged ‘do I need email archival’

What Is Email Archiving and Why Do I Need It?

Thursday, November 1st, 2018

The digital era has changed many things about the way people communicate. In the case of businesses and organizations, especially in the healthcare sector, the changes have been significant. For instance, the threat of fraud and data theft is forcing businesses to keep track of all the messages shared between employees and stakeholders.

Despite the availability of multiple communication tools, email is still the most preferred option for large-scale corporate and organizational-level communication. It estimated that over 250 billion emails are sent each day.

A business with just 1000 employees can generate around 40,000 emails per day. Needless to say, that’s a phenomenal number of emails and keeping track of each one can be tedious. However, it needs to be done, considering the fact that many of those emails contain critical information. In the case of healthcare organizations, those emails can even contain confidential patient data.

Email Archiving is the Answer

It is required that healthcare providers and organizations engaging in HIPAA-compliant emails practice email archiving. Email archiving allows healthcare companies to make things easier by providing them with the confidence that their communications are protected from prying eyes, while also being accessible to authorized personnel via as needed, even during emergencies and email system outages.

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When “What If” Becomes “What Now” – Why Email Archiving Saves the Day

Thursday, October 18th, 2018

Email archiving refers to the practice of preserving emails and making them searchable. Tools that aid email archiving capture email content – directly or indirectly – and also, store them. These stored emails are then indexed to make them detectable during a search.

The storing up of mails is just one of the purposes or archival. The captured mails are indexed and made searchable as well. This is done using a range of methods.

The key goals of email archiving include protecting mission-critical data, complying with the requirements of various regulations, and making data retrievable for e-discovery.

Better Than a Backup

Email archiving is inherently different from the practice of “backing up.” A backup is a copy of the data can come in handy when you need to restore a deleted email folder or message. In other words, a backups are idea for  replacing lost data or damaged data. It protects the data that is in use.

email archiving for disaster recovery

As far as characteristics go, backups are like snapshots. They capture only what was present at the moment the backup was made. Secondly, backups are always stored in an on-site or off-site location. In fact, many businesses and organizations use both. On-site backups may be easier to access and are faster to restore from. Off-site backups are safer because they are “off-site,” i.e., they are still available even if the that contains both your main data and the “on site” backups is having issues.

The biggest problem with backups is that they only capture data that was present in your email folders at a particular point in time – data that was deleted before the backup snapshot was made will not be saved.  In particular, this means that data that arrives and is deleted between snapshots will never be saved in a backup.

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