Why Is On-Premise Email Archiving Important For Your Organization?
Emails play an essential role in today’s business environment. It is necessary for organizations to archive crucial emails so that they can be searched whenever the need arises. Hence, they employ services to store critical business emails, either through on-premise email archiving solutions or cloud-based services.
Choosing An Ideal Archiving Solution Vis-À-Vis The Business Size
An efficient IT department is an integral part of any organization. It is a fact that larger the company, more significant is the IT team. The team is equipped to handle hardware and software issues, where it is further divided into departments based on specialization. A separate group of experts is delegated to manage the servers that help access, exchange, edit, and search emails via on-premise servers.
Small organizations don’t have the budget to deploy dedicated departments to handle an entirely different server that is dedicated strictly to emails, which is why they use cloud-based solutions, such as Outlook archive software.
As far as large corporations are concerned, they prefer an on-premise email archiving service that uses email archiving software for easy access and sharing of emails. An example of a software which provides both on-premise and cloud email archiving is – email archiving solutions Office 365. Depending on their budget, small businesses may also opt for email archiving open source.
What is On-Premise Email Archiving?
A process of exchange that is formulated in-house, i.e., in the premises of the company, is known as on-premise email archiving. A team of specialists handles the server that is responsible for the exchange of emails. There are various protocols that such in-house servers follow concerning incoming and outgoing emails.
On-premise email archiving software helps in creating a central repository, where all the archived emails are stored, for later use.
Points To Keep In Mind While Selecting An On-Premise Email Archiving Solution
Size Of The IT Department
To build an on-premise email archiving server, an efficient email archiving software is a necessity. The software needs to be handled by a team of specialists who know the parameters and the protocols related to the same; this means that the size of the IT team should be good enough to handle all the problems associated with the exchange email archiving solutions.
Storage Requirement
For big organizations, the storage requirement for archived emails is quite high. Because they have thousands of people working under them, it is vital that they choose the cloud-based type of email archiving software. However, they also have the option to recruit a team that can handle the expansion of storage in case the company decides to go for on-premise email archiving option.
Company Budget
The user-organization has to allocate the right amount of budget to choose this type of email solution. In case the storage needs to be expanded, the organization should be ready to deal with extra investments for the same.
Security Features
Organizations need to appoint a key person who is aware of all the policies of the company so that they can define the security features of the email archiving solution accordingly. The underlying security features include junking of phishing and spam emails, retaining archived emails until the user deletes it, and protecting the database so that it isn’t accessible to anyone without permission.
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