Logging emails is a step towards meeting various regulatory requirements. If you want to be a reputable company and demonstrate to potential partners that you can be trusted and professional to work with, then email retention is certainly worth it. By being in line with regulations, you put your business at the forefront of your industry. To have visible proof in case of emergency is also key in being able to react to incidents in a timely and effective manner.
With so much data (email included) being handled in the modern workplace, it’s vitally important that you adhere to any and all requirements that apply to you under both localised and widespread regulations. GDPR is just once notable example. It can seem daunting at first to try and make sense of all the legal and technical jargon. However, oftentimes it can be a simple endeavour once the core components are identified. Once such component is keeping a backup of your email communications.
Although an actual email is usually small in size, email inboxes can increase the amount of storage space they use. This can increase exponentially over time. Let’s say the average user receives 100 emails in a day and that a small to medium business has 30 employees. You’re already looking at 3000 emails in a day. You can’t simply delete or discard old emails, even though the delete button makes it look like it’s possible. It would be like a police offer trying to a solve a crime after deliberating getting rid of the evidence! Putting old emails into an archive is a safe way to securely store historical emails. This will help free up storage on your devices so they function fluidly, whilst keeping a copy of all communications. Your standard Office license will give you a comfortable amount of space, but this will be dwarfed by the options available either through the cloud, or an on-premise solution.
Compliance & Monitoring
You may find that certain regulations require you to have some level of email archiving or backup in place. The governments’ Cyber Essentials framework for example, will only certify you if you have such a requirement in place. These types of frameworks aren’t just for show, they set a benchmark that all businesses should adhere to, even more so if they use technology to further there business, or if they handle data on a daily basis. That data could be financial, personal, or anything that allows you to move forward as a company. In this day and age, this counts as the majority of companies!
It’s an unfortunate circumstance, but occasionally you may need a copy of an email to handle a grievance in the workplace. Keeping a track record of email communications (even those messages that get deleted) can be key. They help in helping to solve unsavoury despites, that can often have rippling consequences throughout your business. On the other hand, you can use email backups to track the progress of employees who are just starting out, or perhaps going above and beyond in their roles. Monitoring your emails and keeping a copy means it can be easier to highlight hard work and bring it to the attention of your wider team.
Under the guidelines of GDPR, if you’re handling personal data, you need to be seen to be storing it in a secure manner. Yes, this bleeds into business related work too.There have been countless news articles of big-name companies failing to do this, with large fines and damages as a consequence. You’re looking at a similar scenario if you fail to look after the data that you store properly. An easy step to take is to store a copy of your historical emails, preferably encrypted. In doing so, you’re demonstrating that you care about the data you hold. Not only this, but you’re setting a precedent to auditors and other businesses that you take your data seriously. Not only do you as well as your business and it’s operations as a whole.
Email backups allow you to keep years of historical data, which can be a lifesaver in times of auditing. Keeping a copy also means you’re covered in case of hard disk failure or another unpredictable event. Any of the tech savvy readers out there will know that you should always keep a copy of your data, regardless of where or what it is. Your computer could get struck by lightning for all you know! The point is, you shouldn’t count on a single source as the home for all your business data, emails included. If that source fails or gets destroyed it is a severe inconvenience. However, it also risks the very nature of your business. Not to mention you’ll probably be breaching some form of regulation, as well as souring your relationship with customers and associates alike.
What can you do
Email backups and continuity services like it mean that your business can keep working and stay on the right side of compliance in the case of one of the aforementioned scenarios. If your server goes down, you don’t. More importantly, this means the impact to your business is little to none as you won’t even notice any changes. With the backup being accessible within a short space of time, your emails go unaffected.
For a more comprehensive look at what exactly the purpose of an email backup is, and how it can help your business in more detail, contact us on 0800 6521 365.