Email archiving has plenty of benefits for businesses that rely heavily on online communication and virtual information exchange. Emailing as a whole is the cornerstone for making many invaluable business connections that define the outlook of a company, and all its core functions.

What is email archiving?


Understanding why email archiving is a useful feature to have with your cloud desktop service first requires a definition of the term and an explanation of how it works. In simple words, archiving emails allows the user to store all of their correspondence in the original form that was received so that it could be retrieved when needed.

Email archiving as part of Desktop-as-a-Service (DaaS) works by keeping the entire thread of an employee’s email correspondence on a cloud server. As you may know already, using cloud desktop solutions allows companies to make use of a number of software applications that are deployed by the third-party cloud provider directly to the desktop environments of their employees. Integrated email archiving feature with your email service allows your content to be saved as a read-only file on the servers, which can then be retrieved by the end-user at any given point in time. Important documents that are sent or received via email as file attachments are also saved on the cloud when using the email archiving feature of DaaS. At this point, it’s important to point out that your correspondence will be safely stored for the time period since you migrated your data to the cloud until the day you decide to leave.

The benefits of using email archiving


Litigation discovery


One of the few main benefits of email archiving is known under the legal term litigation discovery. This is basically the process in which a user can retrieve their email information for legal purposes such as evidence in court proceedings that a company gets involved with. Using your archived correspondence for proof can be used in many other instances apart from formal court cases, in order to prove an important point by the employee or the company as a whole. Litigation discovery with this feature can save your business a lot of money that you would otherwise need to spend on way more costly tools and solutions for retrieving lost data.


Improved compliance


A lot of major industries like finance and biopharma are making use of cloud desktop services while being in compliance agreements with third parties or regulatory bodies. Storing all your company data on the cloud is only helping these sectors strengthen their compliance status since their information can be so easily accessed and provided to their auditors or inspectors as traceable proof. Email archiving is a fine example of achieving better transparency and compliance with the industry’s regulations.


Email archiving increases storage space


Using cloud desktop services increases your storage space on the company’s physical devices. DaaS saves all your data on the cloud without taking up any internal memory on your laptop or smart tablet. Email archiving is one such feature of the solution which saves all your correspondence data securely on the cloud server of your provider and it requires no extra costs from companies to maintain their own server storage locations.


Employees have better productivity


Cloud services improve employee productivity overall. Within the topic of email archiving, this is also true because of how quick and efficient retrieval of emails becomes with this useful feature. Using an advanced filter search helps employees gain the information they require within seconds, which makes the whole working process a lot more fluid and effortless for them.


Email archiving gives you better centralization


Keeping your data in a single centralized location is always a great added benefit to businesses making use of the cloud. This feature gives companies the peace of mind that their information is stored safely by the cloud provider and they can access it for whatever reason, without wasting valuable time searching around drives and multiple storage locations. Centralization also reduces the chances of making errors in the process of retrieving data that is scattered and not kept up to the desired standards.


Disaster recovery approach


Email archiving usually comes as part of your disaster recovery strategy as it saves company data in the event of data loss. With cloud desktop solutions, you are guaranteed that all your correspondence information will be stored safely on the servers and you won’t lose even a fraction of it during technical failures or system malfunction.


In this post, we went into some more detail about why using the email archiving feature can be of particular benefit to your business.

we-IT is a cloud desktop provider that offers comprehensive IT solutions, integrated with useful features, built to keep customer data safe and highly available to them at all times.

To find out about more useful features of DaaS, click here.