5 Reasons Office365 Users Need an Email Archiving Tool

5 Reasons Office365 Users Need an Email Archiving Tool

Office365 provides features and functionality that many users of on-premise Exchange email systems will be familiar with, such as the reminder to ‘archive your old items’, especially when mailbox storage limits are approached. There are many useful features of Microsoft Office 365, but the email archiving tool has been scrutinised and has let customers down.

As many organizations see Office 365 as a one-stop shop for the management of email, it is imperative to also consider integrating additional archiving capabilities.

Organizations need a better archiving solution – one that enables them to archive emails in a fully compliant and secure manner. Here are 5 reasons why every company should integrate Office365 with an email archiving solution.

  1. Slash Time Searching for Lost Email

Office 365 can search through approximately 50 different attachment file types (mostly Microsoft files), but there are hundreds of other potential files that Office 365 cannot interrogate. Office 365 permits only 50GB of email storage capacity (including your archive), meaning you can quickly run out of space.

The integration of an email archiving solution empowers end users to retrieve their own lost emails from the archive. Users may search, view, and retrieve archived emails in seconds from Outlook or any web browser, saving time and reducing the number of IT support requests.

  1. Save up to 75% in Storage Costs

Email Archiving Solutions compress, deduplicate, encrypt and archive emails on a separate server. Typically, savings on premium storage space can be up to 75%!

Deployed on AWS, cloud-based archiving solutions allow users to spare internal resources and therefore reduce email storage costs. The cost-effective deployment therefore allows you to save money on your core email service offering.

  1. Become Bulletproof in Legal Compliance

With 60% of all business-critical information stored only in email, archiving has become an essential function within modern organizations. It is no longer enough to simply store your messages; they need to be easily searched and retrieved for compliance.

It is said that up to 74% of organizations have been ordered to produce employee email as part of legal action. If you cannot properly retain and search your emails, then you are in danger of non-compliance with government regulations, which can result in substantial fines or even imprisonment.

The ability to find and remove a customer’s personal data is a key tenet of GDPR. An Email Archiving Solution allows users to meet legal and compliance obligations under GDPR,eDiscovery, Sarbanes-Oxley, HIPAA and other legislation.

  1. Full Protection Against Email Data Loss

Email data loss prevention is a critical part of your organization’s security. When using an Archiving Solution emails are encrypted in transit and when stored, giving your business total protection against data loss.

About 32% of organisations have no policies in place to prevent employees from deleting important content. An email archiving solution automatically archives, stores, and preserves emails, allowing you to safeguard your organization from losing vital and confidential email data through accidental mistakes, attacks, or insider risks.

  1. Efficiency in the New ‘Work from Home’ Era

The last year saw a huge increase in remote working – which has significantly changed the technology and business landscape. As the workforce connects remotely, organizations need to ensure that data compliance, security, and privacy persists outside of the office borders.

One of the benefits of cloud-based email archiving is the centralization of various email servers. Under remote working conditions, this is even more important. Cloud-based email archiving offers a way to consolidate and manage the data held in business emails, to ensure compliance across disparate working environments.

Want to see these email archiving features for yourself?

ArcTitan is a powerful cloud Email Archiving Solution that seamlessly integrates with Office 365. Find out more by signing up for a free trial today!

Find out more about TitanHQ – ArcTitan here

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