The main reasons why you should archive email are fairly well known, and freely available via a web search. But to recap, these are what I consider to be the main reasons for archiving corporate email:
Many Government agencies and regulatory organisations have mandatory requirements for data retention, accessibility, and security. To comply with these, organisations must retain their data – including email – and ensure that any requested material can be retrieved and presented in a timely manner. This is normally achieved by archiving, journalling, or both.
2. Legal requirements.
Organisations require access to all relevant data in the event of legal discovery, audits, and business or personnel investigations. Quality archiving solutions ensure that this data is safely stored, with security in place to prevent tampering.
3. Business continuity and Disaster Recovery.
Organisations require secure long-term storage of important data, especially in the event of Disaster Recovery, staff turnovers or reorganisations.
4. Storage management.
With data growth constantly increasing, and the majority of stored data never being accessed again, a lot of data builds up in primary storage. Moving this data to secondary storage reduces the overall storage cost, reduces Backup time and cost, reduces Restore/Recovery time and cost, and provides sufficient capacity in the event of unexpected data blooms.
5. Application performance
Removing redundant data from the primary application makes both the application faster and the application user more efficient, as there is less ‘application clutter’ to deal with. Archived data can still be accessed or restored if required, and without IT intervention.
6. Centralised administration.
Archiving data automatically and centrally removes the requirement for users to manage data sizes themselves – which is not one of their key roles – and which they most often achieve by archiving data manually to a non-backed-up PC, or simply deleting it (see points 1,2,3).