It’s no secret that hosted email archival software stands as the ultimate safety net for businesses to consider. Owing to the predominance of emails in the business industry, different legislations have been enacted for protecting personal privacy, for enforcing corporate governance standards for maintaining ethical conducts while making email archiving provider the most sought after service provider to rely on.

1. It’s no secret that hosted email archival software stands as the ultimate safety net for
businesses to consider. Owing to the predominance of emails in the business industry,
different legislations have been enacted for protecting personal privacy, for enforcing
corporate governance standards for maintaining ethical conducts while making email
archiving provider the most sought after service provider to rely on.
In this world ruled by the web power, E mail has become one of the significant and most
important business tools used by organizations worldwide. The steep and steady growth of
Email usage in corporates has thus not only created storage issues, but with each passing day
more and more organizations are also finding themselves in sheer need of maintaining and
retaining their business email records for a number of years. The whole concept of email
archival has thus stood apart as one of the most significant aspects to be considered.
So why is email archival so very much important for organizations? It is not possible to answer
this question in one simple line so let’s take a closer look to understands things better.
Corporate significance of email and digital correspondence

2. It’s no secret that over the past years, email correspondence has stood apart as one of the
primary channels of business communication. It offers organizations the fast medium of
conveying business correspondence in almost any geographical area with possibly the least
amount of physical effort. Here is an interesting Research data by Osterman. It says that 46%
of corporate email users spend at least two hours a day doing something in their mailbox.
Osterman also found that 75% of company’s IP is contained within their email and digital
messaging systems.
Slowly and steadily emails have stood apart as typically the electronic substitutes of legal
business documentation. Quite ideally therefore, the information, which is being passed on
through this state of the art electronic correspondence thus typically constitutes a record
which should be retained for a stipulated time period, as mandated and established by
statutes. Owing to this predominance of emails in the business industry, different legislations
have also been enacted for protecting personal privacy, for enforcing corporate governance
standards for maintaining ethical conducts and even much more. As a matter of fact, the
Sarbanes-Oxley Act (SOX), Bliley Act (GLBA), Gramm-Leach and also the Freedom of
Information Act (FOIA) are few of the typical examples of such regulations. As things stand
now the cloud based email archival solution now stands as the need of the hour.
So, what’s the actual meaning of hosted email archiving?
It is a repository which is usually kept in a hosted and non-productive environment for the
greater perspective of providing secure preservation of emails for legal compliance and for
other operational purposes. The email archiving provider helps by automatically extracting
attachments and message contents from incoming and outgoing emails, after indexing the
email archiving software stores them in read-only format. This typically ensures that archived
records are retained, stored and maintained in their original state.
A state of the art email archival in place also moderates the demand for storage space while
reducing the amount and load of online emails on the mail server. That’s right; a hosted email
storage and archival solution also consume less physical storage space than any other email
storage methods.
Needless to say that the active approach which has been adopted by the email archiving
solutions also ensures that businesses of all sizes have a rather centralized and accessible copy
of all their corporate correspondences. This typically provides an additional layer of protection
against incidental, accidental or intentional deletion of emails by the end-users.