How to know if it is good for my organization to use on-premise Email archiving

A survey by Ipsos, a research firm, held across 24 countries, reveals that 85% of online users prefer Email for communication.

For organizations looking to engage with users, Email is the ideal communication channel and meets internal needs as well.

Efficient Email communication infrastructure critical for every organization

According to an Osterman Research report, 1 in every 5 organizations viewed that an email outage would result in expensive losses, guesstimating a maximum of $500,000.

Therefore, investing in a prudent email archival process is good business decision for every organization.

Choices and more choices

Email archiving solutions are available in multiple forms:

• On-premise Email archiving appliances
• Cloud-based Email archiving solutions
• On-premise hybrid Email archiving solutions

There is no one-fit solution for Email archiving.

While every email archiving solutions addresses a particular need of an organization the general rules of thumb are as follows:

1. Cloud-based:  businesses without an IT-team. Offers immediate start and can be cost effective
2. On-premise hybrid Email: large size companies, with dedicated IT team. Can be complex, but may offer integration into other processes.
3. On-Premise Email archiving appliances: Perfect for any-size organizations that is looking for a simple to install and maintain.

How to know if on-premise Email archiving appliance is best fit for my organization

The features of your organization should help you arrive at informed decision

Begin with asking a few key questions:

1) How manageable is an on-premise Email archiving appliance for my organization

• Will it be possible for me to run the solution without an IT team?
• Will non-IT staff be able to manage the platform?
• Will it be flexible and scalable to meet the security policies and other requirements?

2) How secure will on-premise email archiving be for my organization

• Does the solution meet the specifications set forth by the various laws and regulations that exist?
• Does it easily allow for granting the right access for the right people?

3) How efficient is the product?

• Will performance be acceptable over the life of the solution?
• Will it be cost effective?

Another level of evaluation will also help in understanding if an on-premise Email archiving appliance is the perfect solution

1) What are the features the product offers

• Will it allow easy end-user access from the email client?
• Will it support my legal needs?

2) How easy is it deal with existing emails in my environment?

• PST Files
• Other 3^rd party archives

3) How expandable is the product; If my business expands/down-sizes, will the email archiving solution scale?

4) How reliable is the solution.

• What is the uptime it offers?
• If needed, where is support based?

Expert Speak

If it meets the basic reasons and needs – server/inbox management, litigation/regulatory support, user friendly and is cost effective, then the on-premise email archiving appliance is for you.

Azam Qureshi

Azam is the president, chief technology officer and co-founder of Intradyn. He oversees global sales and marketing, new business development and is responsible for leading all aspects of the company’s product vision and technology department.