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.
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.