There’s no doubt that email archiving has really come into its own over the last few years – which comes as absolutely no surprise when you cast your eye over some of the staggering email statistics that are out there (hint – millions of emails are sent every single second).
However, implementing a top email archiving system is easier said than done. At first, some people might opt for the built-in features that accompany some of the mainstream email clients. Over time, needs expand though, and these clients have nowhere near the amount of possibilities that some of the specialized solutions have.
Following on from the above, we are now going to look at some of the best ways to implement a successful email archiving system for businesses. As you’ll soon see, a lot of these changes simply relate to policy changes within your company, meaning they are very easy to implement.
Fine tune your email retention policy
This is one of the very first things you should do, long before you turn to any fancy software. Despite this, it would be fair to say that the majority of companies just don’t have an email retention policy, and this is hindering their archiving attempts significantly.
So, what exactly forms part of a successful retention policy? It’s all about keeping track of your customer’s data, and also understanding exactly what type of emails your business really needs to archive. Suffice to say, if personal emails are being exchanged on the systems, there’s a very good chance that there’s no need for these to be archived and they can be removed anyway.
Keep on top of your legal requirements
In truth, this could have been bundled into the previous section. However, the importance of legal requirements means that we are going to hone in on it in more detail through here.
The laws on data are constantly changing, so much so that some companies have specialized legal teams looking to combat this. Companies are subject to enormous fines if they fall foul of these practices and naturally, if you are keeping customer emails, this is something you need to be aware of.
There’s no doubt that a proactive approach is required here, making sure that you know exactly what and when specific laws are changing. It’s not the government’s responsibility to specifically inform you about these changes – you should constantly keep an eye on the ball to ensure that you’re not archiving anything that you shouldn’t be.
This is all separate from the email use policy
Something that you should be aware of throughout this process is making sure that it remains separate from the email use policy. Just because you’re choosing not to archive certain emails, with personal emails being one example that we looked at previously, doesn’t mean to say that this should be ignored from your email use policy. In other words, this might be something that your company doesn’t permit anyway.
It means there needs to be a two-fold method of communication. One that informs employees what they can and can’t send with their emails, and the other which shows what can and can’t be archived based on the list.