For most organizations, email has become an essential part of their daily workflow and communication, and as a result, many businesses are unaware of the importance of email archiving and email retention strategy.

Many professionals in various industry sectors, such as the legal and financial sectors, are uninformed that they must archive their emails and what can occur when there is no archiving approach. Other professionals know that they need to archive their emails and want to know more about why it is crucial to implement the correct email archiving solution.

Email archiving solutions are abundant these days, but the correct email archiving solution for you is closer than it seems.

What is email archiving?

On the surface, archiving email is as simple as it sounds: a secure and accessible email storage system.

Email archiving removes emails from your inbox to be stored in a separate but easily accessible location. You are able to manage this manually or automatically, depending on your preferences, and you can easily search for emails archived by date, keyword, or contact.

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Email archiving is essential to provide you with a central location for storing messages that you no longer need direct access to. It also ensures that your inbox is clean and attachments and other files are kept secure.

How can businesses track so many emails?

The digital age has fundamentally changed the way people communicate and communicate with each other. Businesses now have many convenient, inexpensive, and environmentally friendly ways to catalog correspondence.

This change is huge for large and small companies, but there are ways to track messages and essential communications by archiving emails easily. With the rise of digital communication, most businesses regularly archive their emails.

While sending and receiving emails may be a cheap and effective way to conduct business, this avalanche of digital mail has created a whole new set of problems for business owners and employees.

Email archiving can help businesses breathe a little easier, knowing that their valuable communications are secure and easily accessible through sophisticated databases and email archiving software.

Why is email archiving needed?

Having too much email on your email server can be problematic. Email service may become entirely or thoroughly unavailable. It is best to back up your old emails to avoid overloading your mail server. Email archiving offers many benefits, so here are the top 10 reasons why your business continuity needs an email archiving solution:

1. Business IT productivity and continuity

IT administrators are incredibly busy and do not have time to worry about managing email storage. Email archiving is responsible for them, freeing them to do bigger and better things for the business.

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To continue working in a major disaster, you need access to critical services and email data protection. Email is one of the fundamental pieces of information. You can continue your current business by accessing recent emails.

Email archiving will save your IT professionals from wasting valuable time-solving problems with mail server storage. The IT department can bring a cloud-based email archiving solution to the email and messaging systems.

2. Regulatory compliance

Each industry is subject to state and federal regulations regarding storing and safekeeping documents and emails. Email archiving solutions deliver a streamlined approach to regulatory compliance.

3. Storage management

On a daily basis, your mail server fills up with more and more emails. That being said, digital volume slows down the speed and performance of your server. If you have employees who deny deleting their emails, you have a potentially huge concern that needs to be addressed as soon as possible.

4. Knowledge management

Because most internal communication occurs via email, your email server is the gateway to your company’s brain and working memory. Companies that use force information tools like Basecamp still rely on email to communicate effectively. Email backup solution gives you quick access to employee and customer communication information with a simple search.

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5. Disaster recovery

If your computer is crashed or your server is running on freeze, the email archive strategy protects your valuable emails from corruption. If your computer/device is stolen or misplaced, you will have access to all of your secure emails in the email backup solution.

6. Protect intellectual property

Your emails contain your IP addresses, which your employees may not know. You risk losing a valuable IP address by accidentally deleting it without an email backup system. Archiving allows you to maintain IP security and verify that the information in your email belongs to your company and not to the individual who sent or received the email.

7. Business intelligence

Email archiving allows you to access essential information about your business through an easy search, such as which sales associate has the most valuable contacts with one of your VIP clients or which employees supply the best customer service experience to your clients.

8. Ability to audit

Regular audits allow businesses to see who is deleting, viewing, or modifying certain emails. An email archiving system can adequately review emails for specific activities and behaviors.

9. Corporate email policy

Keep up with your company’s internal and external digital communications using email archiving to conduct the sampling process.

10. Email archiving saves money

Email archiving delivers a streamlined procedure for handling emails and resolving storage problems, saving you money.


Introducing an email archiving solution means your business email is protected no matter what happens. Your business knowledge is retained, your intellectual property is protected, and you will comply with legal regulations.

After all, an email retention policy is positive for your company’s bottom line. Therefore, be careful when choosing an email archiving solution.


Ruby has been a writer and author for a while, and her content appears all across the tech world, from within ReadWrite, BusinessMagazine, ThriveGlobal, etc.

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