Email Archival -The app in Demand

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The cost, complexity and manpower to properly back up, safeguard, index and retrieve email for a number of different requests are growing at a stunning rate. Issues such as compliance, e-discovery, storage management and knowledge management are driving demands for more efficient ways to archive email so it can be retrieved quickly, accurately and securely when needed, but also tucked away on the most cost-efficient media while it is inert.

When it is done with the right tools and policies, email archiving can be one of the best-leveraged and most efficient tools that storage administrators have to bring sanity and coherence to this morass of email sitting on so many expensive arrays based on hard drives or solid-state drives. In fact, 40% respondents to a survey from SearchStorage.com indicated that they already are using email archive products, and another 19% said they are planning to purchase email archiving solutions in 2014.

Another important aspect of email archiving is the increasing trend of archiving data in the cloud. According to research conducted by SearchStorage.com, archiving already has achieved significant popularity as a cloud storage application, and is on the rise: The percentage of respondents saying they are archiving data in the cloud jumped 6 percentage points in a six-month period, to 34% overall. Whether cloud-based archiving is used as a greenfield application or as a way to migrate specific workloads to the cloud, it is essential that IT professionals and storage administrators understand the capabilities of their backup software to reliably, securely and automatically migrate archive-ready data from on-premises infrastructure to the cloud.

Top 5 Reasons Why Email Archiving is the New Killer App

Whatever your motivation, it’s clear that email archiving is gaining increased attention and demands close scrutiny when it comes to formulating an overall data protection strategy. The following are some of the key drivers for email archiving, and what you should look for in a software solution to support a comprehensive email archiving plan:

1.    Significant improvements in user productivity. Improved I/O rates and search speeds are at the top of every storage administrator’s wish list when it comes to being able to retrieve data from an archived state to an active state. In many cases, it is the end user who is looking to retrieve data from an archived state, and may not be able to locate the appropriate email without proper email archiving capabilities such as rules-based indexing or easy-to-use search methodologies.

2.    Enhanced data protection. By cutting the amount of active data to be replicated to backup media, email archiving guards against data leakage and outright data loss. Instead of simply dumping copies of all emails onto archive infrastructure such as tape or a mirrored disk array, the right email archiving software helps organizations protect the data from user error or unplanned downtime.

3.    Improve ability to meet governance and compliance requirements. Face it: Compliance and governance requirements are only going to become more stringent in the near future. Your organization’s ability to safeguard data and make email records available quickly and reliably for audit trails, e-discovery and other IT best-practice demonstrations depends on a sound email archiving approach.

4.    Support big data analytics. Not only is more unstructured data being created every second in email formats, but that data is also increasingly being used in high-end analytics workloads such as big data. For instance, marketing departments need to scour email conversations with clients to correlate the effectiveness of marketing campaigns with sales results. Engineering groups often rely on email-based collaboration to establish intellectual property claims, and sales organizations can comb through emails to unearth information about competitors from suppliers, trading partners, customers and prospects.

5.    Increased flexibility and customization of data protection and data security. Storage administrators have long known that not all data can or should be treated the same way, and lately that philosophy has been applied with great vigilance when it comes to archiving email as part of each organization’s unique data protection and security strategies. Automated tiering capabilities in today’s email archiving solutions can reduce costs, improve manageability and let end users access essential information from the archive without exposing that data to unnecessary risks for data loss or security breaches, especially in today’s Web-based access frameworks.

When evaluating your options for email archiving solutions, you should look for certain functionality and capabilities from your suppliers. For instance, consider the following:

  • Can your solution provide easy and real-time end-user access to archived email data?
  • Can you do complete compliance searches without disrupting your production systems of Email Services?
  • Does your solution conduct “intelligent” collection that utilizes rules-based automation, rather than relying on manual tuning and heavy IT intervention for email archiving?

If these issues are important to you, one solution that you should be evaluating is E-Mail Archive. Over the period, independent analysts and consultants have acknowledged Mail Archive for its comprehensive, automated and feature-rich approach.

One new end-user access feature in various Mail Archive is tightly integrated with Outlook to provide end users with native access to emails collected. It supports full-text search from the Outlook search bar, and its out-of-the-box utility helps IT organizations save valuable time and cost in training end users.

Compliance searching is another important feature of E Mail Archive, designed to offer either simple keyword or advanced search capabilities to quickly and efficiently search email conversations, files, keywords, date ranges or other criteria. Whether the user is technically sophisticated or a relative novice on email search, E Mail Archive compliance searching feature combines rich functionality with ease of use.

In order to help organizations find relevant information within huge volumes of email, E Mail archive feature provides intelligent data collection with self-service access to Volume Store, and helps reduce costs with automated tiering of volumes for data storage. This intelligent collection functionality helps to double archiving & search speeds, but with a significantly lower impact on storage costs.

The content-aware retention feature provides a reference copy that enables policies to be applied to different email retention requirements, media types or locations. The reference copy provides customers with a policy-driven engine to manage extremely high growth rates for email, while keeping storage costs to a more manageable level.

Conclusion

In many ways, email has become the lingua franca of business—a common communications medium and format for conveying information inside and outside the organization. But without a proper email archiving solution, the organization’s data security and operational efficiency can be compromised.

IT professionals and storage administrators should look for email archiving solutions that deliver high degrees of automation, provide ease-of-use features that enable end-user self-service, hold down runaway storage infrastructure costs and ensure adherence to everything from industry compliance mandates to corporate IT governance guidelines.

E Mail Archive provides the breadth of features, ease of use and cost efficiency necessary to keep up with the runaway growth in email and the organization’s need to securely and efficiently produce email-based information when and where it is needed.

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The NEW G-SUITE

In the fall of 2016, Google rebranded its decade-old “Google Apps for Work” as “G Suite.” While the name is a bit more simplified and more streamlined, the heart of what it does is pretty much the same: offers cloud computing tools for businesses of all sizes.

The biggest difference, other than the name, is that Google upgraded all of its G Suite apps. Where the product was once good, it has become truly excellent. Because of the new updates, it’s worth updating yourself on G Suite. Here are four big things you need to know:

1. It’s not free, but it is worth it.

Everyday users can have a Google Drive account with 15GB of storage for free, but if you want more than that, or if you want a G Suite account, it’s not free (Google, like a lot of other tech companies, is embracing the software as a service subscription model).

However, G Suite is very affordable considering what you get in return, and, unlike a lot of other subscription software, you pay for exactly what you need. G Suite pricing is based on the number of users per month at your chosen tier. All accounts come with personalized email addresses at your domain.

Then, depending on your tier, you get storage (which is unlimited for all but the basic accounts), shared files, voice and video conferencing, security, support and more. If you’re not sure whether it’s right for your business, Google will let you try it for free for 14 days before you commit to buying it.

2. It’s smarter than ever.

Artificial intelligence improvements to all of the G Suite tools mean that you’ll spend less time dealing with the software and more time actually getting things done.

What’s smarter about it? Well, storage, for example; rather than spending time looking for the exact file you need, G Suite’s storage now takes cues from what you’ve been spending your time on (like meetings, emails, and other activity) and offers the files it thinks you want before you lose ten minutes looking for them.

The Calendar has improved and can now find available slots in multiple users’ schedules to suggest good meeting times. Presentations are smarter because they offer suggested layouts and formatting to complement your content.

These are just a few examples, but ultimately, the AI that’s now behind G Suite can save you a lot of time during the day and minimize frustration.

3. It has more versatile security features.

If you’re a regular Gmail user, then you already know about Google’s very tight two-step verification process every time you log in from a new device. It takes a few extra minutes since a code has to be sent to you via text message and then entered as part of your login, but it’s a solid security feature that keeps your account well protected.

G Suite offers this same two-step verification, but security can also be configured using Security Keys. These are actual physical key-like dongles that plug into a computer and use Bluetooth or near-field communications (NFC) to verify a user’s authenticity. Spend a few minutes, just once, to set it up, and you’re good to go from there on out. If you use different devices frequently as part of your work setup, this security feature could save you lots of time over the long run.

4. It’s highly social.

In our media-driven world, having workplace software that integrates well with social media platforms is more important than ever. G Suite is compatible with many of the popular ones, like Facebook, WordPress and YouTube.

Plus, Workplace by Facebook can be configured to work with G Suite. As expected, Google is still pushing its Google+ platform, despite its relative lack of popularity (it’s not quite as dead as Orkut, at least). Still, this integration is incredibly helpful for marketing folks and, really, for everyone.

For more Information mail at info@mailresq.com

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GSuite -New Features in new year

Google plans to add an array of new features to its G Suite of cloud-based work applications in this new year.

At the Google Cloud Next event in London this week, the firm revealed the biggest changes in the pipeline and when they’ll arrive.

Improvements are planned across G Suite—including Gmail, Docs, Drive, Sheets and more—and range from offline access to files through to smart systems that automate away repetitive tasks.

“We’ve doubled the end-user launch velocity in this product. Our mission is to help you capitalize, so you can leverage your most valuable assets, the people,” said Dennis DeMeyere, of the Office of the CTO at Google Cloud.

Here’s what’s in store for G Suite in this year.

1. Calendar redesign – Q4

It looks like Google Calendar is going to get a major overhaul at the end of the year, particularly the web client. On the cards is a redesign of web interface, rich text in event notes on Web UI, side-by-side calendar Day view, the ability to see contact details within calendar view, and easier discoverability of secondary calendars.

2. Gmail smart reply

Already available via Google’s Inbox email client, Smart Reply is due to be rolled out to other Gmail users soon. The service automates common responses to email, such as confirming a meeting or lunch request. The more you use the service, the more it will customize the responses based on your messages, so the tone of the automated replies sound closer to your own. Among the millions of Inbox users, one in eight responses that users pick are machine-generated, according to Prabhakar Raghavan, VP of G Suite for Google Cloud.

Also coming is the ability to snooze emails—to hide messages that don’t need dealing with immediately but have them pop back up at a later date.

3. Drive File Stream – Q3

Google Drive File Steam will let users make files accessible on a mapped drive on Mac, Windows or Chrome OS desktop. Files will be available as a link to Google Drive or as a mirrored file that is available offline. During the third quarter, Google will also offer the ability to add comments to Office and PDF files stored in Google Drive.

4. Automated meeting room booking for Calendar – Q3

Calendar will gain the ability to to automatically book meeting rooms based on the needs/availability/location of meeting participants, with the ability to suggest both times and rooms and to resolve room booking conflicts.

5. Gmail Add-ons

Gmail add-ons will allow developers to extend Gmail’s functionality across web, iOS and Android clients. For example, an add-on might auto-populate an invoice based on information in an email. Currently available in developer preview, Google says that developers from various firms are working on developing add-ons, including from Intuit and Salesforce.

6. Broader Google Cloud Search – From Q3

Google plans to extend the range of data that is searchable within G Suite, extending it to Google Sites in Q3 of this year and to third-party data in Q4.

7. More options in Docs, Sheets and Slides – From Q3

Docs, Sheets and Slides are due various minor tweaks, with the addition of table embedding in Docs and Slides due in Q3 of this year, while in Q4 updates will include template integrations in Docs, Sheets and Slides and ‘pivot tables for enterprise’ in Sheets.

8. Protected Team Drives – Q4

Google will be rolling out additional protections for information stored in its new Team Drives, with new controls for admins over what files can be shared or printed following the introduction of Protected Team Drives in Q4 of this year. During the same period, Google will also introduce the ability for BigQuery analytics to be run against G Suite admin reports and also to email all Team Drive members from a single interface.

9. Save Hangouts Meets – Q3

Video meetings via the Google Hangouts Meet feature will be upgraded throughout the year, with Q3 bringing bandwidth optimizations, in-call text messaging, 50 person meetings, the ability to record to Google Drive, and more dial-in countries.

10. Jamboard – Q2

Google’s 55-inch 4K, digital whiteboard for real-time collaboration, with object and handwriting recognition and full integration with G Suite services, will be available later in May.

For more information at info@mailresq.com

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