Importance of Archiving Email to Prevent Data and Privacy Issues

AnubisNetworks By AnubisNetworks • October 27, 2020

The EU market is changing, and what’s more, it’s starting to differ from the American one significantly. European companies must look at their Email Security Solutions and realize their best options regarding efficiency, but also compliance with the recent legal boundaries on privacy and data control.

More than 200 billion emails are sent and received worldwide on a daily basis. That’s a whole lot of emails every day, and email has become a bigger form of communication than postal letters. When it comes to receipts and bank letters, we typically store them. So, why don’t we do that with emails, too? The law requires business owners to archive their emails, and different countries have different regulations regarding email archiving

What is Email Archiving?

Email archiving is a process of storing your incoming/outgoing emails in an organized manner to protect them, along with their metadata and attachments included. It is not just about saving emails but also organizing them in a way so that specific emails can be found quickly when required.

Besides the purpose of protecting yourself legally, email archiving is also regulated to make sure you are not infringing on any laws yourself. The rules and regulations are designed to protect both customers and businesses by serving as evidence in legal disputes, as well as to protect customers against the sharing of personal data (e.g., proof of income, test results, medical records, etc.). If the government suspects a business of fraud, tax evasion, or other crimes, they can also gain access to their email archives.

Email archiving is mandatory for non-traders (freelancers and small enterprises). Other than non-traders, every business is obliged to archive their emails. Email archiving is done by the company’s management, and if they fail to do it, the company may experience hefty fines and legal consequences. 

Benefits of Third-Party Email Security and Archiving Solutions

  • Email compliance

By using a third-party email archiving solution, both inbound and outbound emails will be archived in a legally compliant manner. With a third-party solution, your emails can be stored for longer periods in a form that is tamper-proof, complete, faithful to the original, and permanently available.

  • Increased productivity and efficiency

By archiving your email on the cloud, you will keep the volume of data low and reduce backup and restore times for your email infrastructure. This leads to leaner backups and enhanced performance because your IT staff won’t have to deal with the laborious process of restoring email backups.

  • Data loss protection

If users have their mailbox deleted when they leave the company, or if they delete everything (on purpose or by accident), important data can be lost. With a third-party email archiving solution, everything will remain readily available in the archive. Your data will be protected against data loss.

  • Eliminating PST file problems

PST files are not really an effective and safe solution because they are prone to data loss or corruption. Due to their size and number, they can be difficult to search through and can have a huge impact on storage. With an email archiving solution, you can archive PST files centrally within the enterprise and search them with ease.

Backups are not the same as email archiving, because archiving requires emails to be organized. Backups save data but don’t ensure that important emails are retrievable or available, and they don’t take legal requirements into account. The email archive should be an integral part of your backup plan to keep your business email protected, regardless of whatever may happen.