Email Archiving Software Is an Investment You Can't Afford Not to Make

With today's economic environment, companies are more aware than ever of how much they're spending; however, email archiving software is an expenditure that businesses shouldn't neglect.

Many companies see email archiving as a "non-business critical" expense and frequently don't expect a quick financial return on what some think of as a high upfront investment. But email archiving is not only an essential function for your organization, it can save time and money in direct and indirect ways. Some of the manufacturers of the email archiving solution, strive to make their program affordable and has discovered that it saves money for companies in other ways.

For instance, some of the email archiving softwares automatically archives a copy of every email sent or received within a business right away. Therefore, emails need not take up valuable local computer space for long.

Some of the manufacturers of the email archiving solution also provide a storage management or "stubbing" feature which replaces an email on the mail server with a "stub" directing a user to the email's location in the archive. Instead of preserving several versions of the same email, the program saves one version and gives links to it that are much smaller than the original email. Users can recover the email as easily as if it is archived locally, but need not create a big storage drain on the server.

This decrease conserves storage space on the mail server and also allows you to back up your data less frequently, saving storage space and staff time. Thus, the same amount of data doesn't need backing up as frequently.

Some of such software also considerably decreases the time IT staff must spend locating old emails. The program's user-friendly interface and quick search function permit your employees to look for archived emails themselves, without requiring IT department involvement.

A less noticeable cost saving results from employees' awareness that their emails are being archived. They grow more conscious of what is in the emails they send. Some businesses have experienced a drop in email volume of up to 80 percent.

Nowadays people want to ensure that their investments provide a direct return. The cost savings we highlight are only a couple examples that demonstrate how the upfront expense for an archiving solution would not be as high as it initially seems. In many cases, a good such a software solution will save a business far more money than it costs.

In addition, more businesses are receiving fines from courts or regulatory organizations due to poor email retention policies. Penalties can cost millions of pounds or dollars - an initial investment in such a software appears small by comparison.

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