Personal Email Archive Software – The Proper Management Of Sensitive Emails

What To Look For While Selecting A Personal Email Archive Software?

One should keep in mind the following software features while making an email archiving solutions comparison:

Easy To Use Search Engine

The email archiving solutions must offer you simple to use an email search engine for convenience and flexibility. Whenever you want the content of a specific email, then that email can easily be retrieved from the archive storage, in seconds, using the search engine.

The search engine must have a feature to search from several criteria and is capable of searching through pdf files and word attachments. If the search results show the long list of emails, then there should be an option of sub-search to search a specific email within the search results to narrow down the list of emails.

eDiscovery Assistance

One of the most necessary features that a personal email archive software must have is that it should guarantee an archiving facility that is tamper-proof. One of the significant reasons to archive emails is to protect them from any manipulation, deletion, misuse, or theft. This feature is necessary for the authenticity of the emails as evidence in the law court.

The requirement to preserve some emails for more than the standard retention time is there during litigation, investigation, and audit, as the legal-hold of an email is essential.

The feature of long-term retention of email conversation is vital as the compliance and legal officers require the emails until a legal proceeding is going on.

Advance Indexing Facility

Whenever an email is stored using archiving software, it is stored following a set criterion. A list of terms is created by the system, which is used later for search criteria. Standard approaches for searching an email are the subject of the email, name of the sender as well as the receiver, etc. Also, an excellent indexing facility must include the search criterion such as attachments, conversations, size of the message, and the size of the enclosure. The advance indexing feature allows the user to search more quickly and even improves the eDiscovery support by rapidly finding the records which are of legal importance.

Customization Per Compliance Policy

There are different compliance policies set by the government for the industry regulation concerning the retention of emails. Good archiving software allows the user to customize and automate the software as per a particular policy. Not only this, the elimination of human errors, as well as prevention of tempering, should also be facilitated by the software. Whenever the retention period expires, the emails are futile for regulatory purposes. It will also free up space for more emails to come in.

Authorized Access

The email archiving software must have the feature to allow the access of authorized users only to extract the emails from the archive, whenever required. This feature enables authorized users to work smoothly without needing the assistance of any IT staff.