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Controlling email archive size essential to maintenance

June 27, 2013

Keeping tabs on every element of a cloud email archiving solution requires that organizations have access to all files at all times, regardless of how old these documents might be. At some point, every piece of data will age out of the archive environment and be available for destruction, but prior to that time, companies are liable for exerting cloud control over all of these resources in a compliant manner. This can place considerable strain on business data catalogs, especially considering the size and scale of online infrastructure and the number of corporate messages created and shared each day. In order to achieve thorough governance over these systems, there are a few simple things that organizations can do.

The Wall Street Journal first recommended that firms should look into creating different levels of archive and backup tools. Just as in a standard tiered data infrastructure, there are resources in the archives that need to be used more frequently, so these files should be more readily accessible. Other records that require less review or upkeep can be moved to deep archives in order to free up more active computing power.

Such resources can be particularly useful when companies are operating in a number of different email environments. This is common in organizations where some personnel get more messages than a single inbox can handle, or in cases where there are designated accounts for dealing with internal or public correspondence. Having a centralized email archive solution in the cloud lets businesses integrate their management practices and standardize this process across all of their email landscapes.

Gaining more governance and control

This could serve a major benefit in agencies where multiple email accounts are commonly in play, as is the case in government offices. The Washington Post wrote that the White House recently came under fire for its email handling policies. The National Archiving and Records Administration stepped in to field questions regarding how the current and past administrations have handled email correspondence over the previous decades, as online messaging has become an increasingly predominant technology for matters of all kinds.

The NARA chief records officer, Paul M. Wester Jr., told the source that politicians and elected officials frequently have alias accounts and other inboxes for handling various kinds of communication. When there is no centralized archive solution in place for collecting the emails from all of these inboxes, it can result in significant recordkeeping issues for the organization or agency in question. Avoiding these scenarios requires a centralized cloud email archiving solution.

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