The cost, complexity and
manpower to properly back up, safeguard, index and retrieve email for a
number of different requests are growing at a stunning rate. Issues such
as compliance, e-discovery, storage management and knowledge management
are driving demands for more efficient ways to archive email so it can
be retrieved quickly, accurately and securely when needed, but also
tucked away on the most cost-efficient media while it is inert.
When it is done with the right tools and policies, email archiving
can be one of the best-leveraged and most efficient tools that storage
administrators have to bring sanity and coherence to this morass of
email sitting on so many expensive arrays based on hard drives or
solid-state drives. In fact, 40% respondents to a survey from
SearchStorage.com indicated that they already are using email archive
products, and another 19% said they are planning to purchase email
archiving solutions in 2014.
Another important aspect of email archiving is the increasing trend
of archiving data in the cloud. According to research conducted by
SearchStorage.com, archiving already has achieved significant popularity
as a cloud storage application, and is on the rise: The percentage of
respondents saying they are archiving data in the cloud jumped 6
percentage points in a six-month period, to 34% overall. Whether
cloud-based archiving is used as a greenfield application or as a way to
migrate specific workloads to the cloud, it is essential that IT
professionals and storage administrators understand the capabilities of
their backup software to reliably, securely and automatically migrate
archive-ready data from on-premises infrastructure to the cloud.
Top 5 Reasons Why Email Archiving is the New Killer App
Whatever your motivation, it’s clear that email archiving is gaining
increased attention and demands close scrutiny when it comes to
formulating an overall data protection strategy. The following are some
of the key drivers for email archiving, and what you should look for in a
software solution to support a comprehensive email archiving plan:
1. Significant improvements in user productivity. Improved
I/O rates and search speeds are at the top of every storage
administrator’s wish list when it comes to being able to retrieve data
from an archived state to an active state. In many cases, it is the end
user who is looking to retrieve data from an archived state, and may not
be able to locate the appropriate email without proper email archiving
capabilities such as rules-based indexing or easy-to-use search
2. Enhanced data protection. By cutting
the amount of active data to be replicated to backup media, email
archiving guards against data leakage and outright data loss. Instead of
simply dumping copies of all emails onto archive infrastructure such as
tape or a mirrored disk array, the right email archiving software helps
organizations protect the data from user error or unplanned downtime.
3. Improve ability to meet governance and compliance requirements. Face
it: Compliance and governance requirements are only going to become
more stringent in the near future. Your organization’s ability to
safeguard data and make email records available quickly and reliably for
audit trails, e-discovery and other IT best-practice demonstrations
depends on a sound email archiving approach.
4. Support big data analytics. Not only is
more unstructured data being created every second in email formats, but
that data is also increasingly being used in high-end analytics
workloads such as big data. For instance, marketing departments need to
scour email conversations with clients to correlate the effectiveness of
marketing campaigns with sales results. Engineering groups often rely
on email-based collaboration to establish intellectual property claims,
and sales organizations can comb through emails to unearth information
about competitors from suppliers, trading partners, customers and
5. Increased flexibility and customization of data protection and data security. Storage
administrators have long known that not all data can or should be
treated the same way, and lately that philosophy has been applied with
great vigilance when it comes to archiving email as part of each
organization’s unique data protection and security strategies. Automated
tiering capabilities in today’s email archiving solutions can reduce
costs, improve manageability and let end users access essential
information from the archive without exposing that data to unnecessary
risks for data loss or security breaches, especially in today’s
Web-based access frameworks.
When evaluating your options for email archiving solutions, you
should look for certain functionality and capabilities from your
suppliers. For instance, consider the following:
- Can your solution provide easy and real-time end-user access to archived email data?
- Can you do complete compliance searches without disrupting your production systems of Email Services?
- Does your solution conduct “intelligent” collection that utilizes
rules-based automation, rather than relying on manual tuning and heavy
IT intervention for email archiving?
If these issues are important to you, one solution that you should be
evaluating is E-Mail Archive. Over the period, independent analysts and
consultants have acknowledged Mail Archive for its comprehensive,
automated and feature-rich approach.
One new end-user access feature in various Mail Archive is tightly
integrated with Outlook to provide end users with native access to
emails collected. It supports full-text search from the Outlook search
bar, and its out-of-the-box utility helps IT organizations save valuable
time and cost in training end users.
Compliance searching is another important feature of E Mail Archive,
designed to offer either simple keyword or advanced search capabilities
to quickly and efficiently search email conversations, files, keywords,
date ranges or other criteria. Whether the user is technically
sophisticated or a relative novice on email search, E Mail Archive
compliance searching feature combines rich functionality with ease of
In order to help organizations find relevant information within huge
volumes of email, E Mail archive feature provides intelligent data
collection with self-service access to Volume Store, and helps reduce
costs with automated tiering of volumes for data storage. This
intelligent collection functionality helps to double archiving &
search speeds, but with a significantly lower impact on storage costs.
The content-aware retention feature provides a reference copy that
enables policies to be applied to different email retention
requirements, media types or locations. The reference copy provides
customers with a policy-driven engine to manage extremely high growth
rates for email, while keeping storage costs to a more manageable level.
In many ways, email has become the lingua franca of business—a common
communications medium and format for conveying information inside and
outside the organization. But without a proper email archiving solution,
the organization’s data security and operational efficiency can be
IT professionals and storage administrators should look for email
archiving solutions that deliver high degrees of automation, provide
ease-of-use features that enable end-user self-service, hold down
runaway storage infrastructure costs and ensure adherence to everything
from industry compliance mandates to corporate IT governance guidelines.
E Mail Archive provides the breadth of features, ease of use and cost
efficiency necessary to keep up with the runaway growth in email and
the organization’s need to securely and efficiently produce email-based
information when and where it is needed.