How to increase email efficiency within your business

Tips to help you store and manage your company's emails securely and effectively

An overloaded inbox flooded with unsolicited emails, possible viruses, and easily lost contracts is a situation many people face on a daily basis. Sensitive corporate data is flowing through email at an unprecedented rate and companies need their email system to act not only as a communication channel, but also a contract negotiation tool with secure data recovery, file storage and an on-the-go work mate.

There are many things you, as a system administrator, chief technology officer (CTO) or technology expert can do to combat the growing problem of resource demands, secure cloud access and ensuring that email is continually available.

According to a report in The Independent from 2011, email management and email migration have become increasingly important, as businesses search for ways to keep their modes of communication as streamlined and secure as possible. Those with access to client lists and contact details need secure storage facilities for this information, reducing the risk of their precious contacts being accessed by rivals.

According to the Microsoft Office Division group lead, Jacob Jaffe: “Email is the backbone of most organisations,” and that means that protecting this service is vital. For IT departments, ensuring email servers comply with legal requirements as well as giving staff cloud access to emails to ensure constant uptime has added to their already heavy burden.

Email migration is the process of moving email content from one account to another and, according to The Independent, more than 70% of those considering this option were doing so to stay up-to-date with the latest Microsoft features and services, including some auto-detection.

Moving email to a server or system that eases the burden on IT is becoming so important that many dedicated solutions have emerged recently. External, cloud-based systems for email archiving, access, filtering and scanning not only lowers the demand on the Exchange server, freeing valuable processor power for email access, but also increases storage and anywhere-anytime access.

Investing in these systems should ensure that you are not plagued with unwanted emails, while also protecting the sensitive information you have on file through both anti-virus scanning functionality and secure email trails. Considering that approximately 294 billion emails are sent every day and one quarter of email accounts are corporate ones, it is clear why businesses need to have adequate systems in place for the management and storage of their emails.

In particular, email archiving needs to be given great thought. Any business will be aware of the difficulties faced when their inbox reaches capacity. Hardware upgrades are not always possible and large attachments often create huge storage requirements. Business email archiving is not as simple as simply adding storage to a hard drive and so cloud systems enabling both storage and access are key. There is also the legal requirement to keep these archives.

The option to archive emails in the cloud makes the storage capacity for your emails limitless. Access to these files is still easy and convenient and high levels of security mean that your business can rest assured that these important files will not be accessible to anyone other than you. Archiving your business emails in the cloud also means that should anything happen to your Exchange server, or your business premises, your employees can continue working from anywhere, with their email safely stored off site.

By using these services and those connected to email filtering and management, businesses can ensure the correspondence to and from their business is spam and virus-free, archived safely and securely, as well as being accessible from anywhere. Productivity just took a huge step forward.


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