SMS Email Archive Hosti

ington, Tuesday September16th, 2008. Simply Mail Solutions,leading email hosting company, has launched a very competitive archiving solutionfor users of its MS Exchange email service. SMS has recently signed up its 2000thcustomer and has over 100 servers installed to provide its range of services.Archiving is not just about being able to find copies of email if a company is beingsued!! It is about creating a central file of email that cannot be tampered with andwhere management and employees can easily find details of contracts, negotiations,quotes - in fact everything that email is used for nowadays.Commented Colin Smith We have launched an archiving product for MS Exchange that wehope is priced such that all our customers who rely heavily on email can benefitfrom. For only 9 per month per mailbox users can get a mailbox with archivingcompared with competitors who are offering just mailboxes for 12 and archiving fora further 20! For more details of SMS see:www.simplymailsolutions.co mENDSBackground for Editors taken from the latest SMS Newsletter:The importance of email archivingWhat is email archiving? basically it is the provision of secure store for anorganisations email which is separate from the users own mailboxes. It is not thesame as a back up as that only ensures that the data in a users individual mailboxis not lost. If you had to find a quotation or a draft contract issued a year ago would you beable to? Would you be able to check if an employee had made any special commitmentsto a customer? What if the employee has left in the meantime? Does the relevantemail still exist? How can you be sure that the employee has not deliberately oraccidentally deleted the email? What if a new salesman is negotiating a contract anew contract with an existing customer? Clearly there is a danger with email thatinformation is buried in files possibly on a number of computers and one use ofarchiving is to avoid this problem.How did organisations used to store information?Going back only ten years organisations had paper copies of all important contactswith their customers and suppliers. Typically there was a central store where copieswere placed, filed for example by customer name. In larger organisations there wereeven staff specifically employed to file away all the paperwork generated. Thishowever meant that anyone dealing with a particular customer could go to a file andfind all correspondence by date order. Often different departments shared the samefile system so that for example a service engineer could be aware not only of theservice history of an account but whether there were any potential contracts beingnegotiated by the sales department. In those days people even had secretaries!!! However organisations have employed email with gusto and removed many of theinefficiencies inherent in the above system. However a central file clearly hadadvantages. [The author remembers with his first job being asked to deal with amatter by his manager, and then going some days later to the files and seeing hismanager checking that customers file obviously to ensure that the matter had beendealt with properly!]The SMS archiving solutions provide this essential business function allowinginformation stored in emails to be retrieved, even many years after the event. Andif you think about the typical organisation nowadays a very high proportion ofcompany information will be in those files especially if you take into account theattachments as they will also be in the archive.ComplianceIn the above we have just given the business case for archiving of emails. Howeverthere may well be compelling other reasons. For the USA there are already manyregulations that would force the archiving of emails and these almost certainlyapply if your organisations deals with US counterparts. Financial firms find theenvironment particularly stringent. In most jurisdictions email is now accepted as aform of written evidence, and the validity of that evidence is enhanced if it can beshown to have been stored in a properly run archive. If an organisation does getinto a legal dispute whether contractual or under employment law - the essentialfirst step is to find the documented information and assess the case. A decision canthen be made whether to negotiate straight away and save possible unnecessary costsand diversion of management effort. Having archiving in place gives confidence thatALL the relevant emails can be quickly located.

Source: Express-Press-Release.com

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