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Why it is Important to Archive an Email Emails are a major form communication in business, they are now being used to store records of a company, due their increased use, they must be stored in the records of a company for the same period of time as written records, since critical information about a business can be found in emails, it is wise for a company to invest in an archiving system so as to secure and be stored with ease of access An email archiving system functions to extract contents of messages and attachments from outgoing and incoming emails, a good email archiving system should ensure that the recorded information is maintained in its original state, it does this by indexing an storing them in a read only format, archiving emails has the benefit of creating more space on the mail server, this is because emails are stored in compressed formats thus saving a huge amount of space in the disk for companies and users, in a court of law emails can be requested for evidence, thus they should be presented in their original state, the emails also should be presented being as complete as possible When a company submits all its records in a way that is not required and is not presented in the original form, it could be charged guilty of spoilage and may thus face a penalty, an archiving organizes information by saving it in an index manner, this reduces the time used in the search process, emails can also be accessed easily, in archives emails do not face the risk of spoilage or being tampered with since they are stored in original forms
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A business email system is the repository for knowledge about the industry, with an archiving system, the information that is contained within the repository can be accessed easily, ordinarily this would not be an easy task, an archive system do sort records, does provide advanced search of messages and retrieve tasks, generally, an archive system can be managed in two ways, as an in-house solution, or as a hosted solution that has a third party
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In in-house archiving, the repository server is locate within the office building, this advantage offers greater data control, other than maintaining the confidentiality of information, it also boosts data integrity, even though internal staff members handle the information, there is a separate IT systems security team, a hosted solution has a software application that is hosted on the server of the email of the company, it captures an email and then port it to a third party data warehouse for archiving Since email archiving systems are of great importance in the modern business environment, it is vital to store and record all information that flows in and out of the business, in a court of law emails are now an evidentiary proof, email archiving systems stores emails in an orderly manner which enables ease of access, rapid searches and retrieval process, an archiving system is advantageous in terms of efficiency, saving time and financial gain