Choosing the Right Email Archiving and Journaling Solution for Business

Email journaling is the retention of information related to electronic mail. These days, most companies apply journaling to all kinds of electronic messages used in business. Some examples of electronic communication journaled include social media content such as blog posts, chats, tweets, and forums. Journaling also applies to other forms of electronic communication including fax messages, audio files, and instant messages.

The use of Office 365 journaling has become a necessity since companies need to comply with rules and regulations from the government. Companies that fail to meet compliance with archiving company information may lose money when faced with fines after litigation.

What is a journaled message?

When journaling any form of communication, specific information will be retained such as message content, date, time, and individuals involved.

Differentiating journaling and archiving messages

Journaling and archiving may appear similar but are in fact different processes altogether. Journaling captures information while the communication is in transit. On the other hand, archiving is used to backup correspondence and transfer it to a different location. With archiving, information retention does not apply while the communication is in transit.

Choosing a third-party email archiving solution

Companies these days often subscribe to Office 365 email archiving solutions from third-party providers. There are many benefits to outsourcing this service which include lower cost, scalability, and storage space availability.

Cloud-based email archiving

Since cloud computing has become a standard business practice, it is a natural move to consider email archiving provided by cloud business intelligence. Most cloud-based email archiving and journaling solutions are subscription based. Subscription-based email archiving and journaling are more cost-effective for a company that wants to pay for what they intend to use. Another advantage of data retention through a cloud search service is that infrastructure, hardware, and software are already available through the provider.

On-site email archiving

Companies may invest in their on-site archiving hardware. Examples of these are virtual equipment or standalone machines used in archiving. A large number of email archiving solutions offered to companies today are still marketed to operate on site. Companies that choose on-site archiving maintain more significant control over company processes and information.

A guide to choosing the best solution for your company

Since there are different types of implementation, how does a company decide which one is the most suitable option? The following are guiding principles in finding the best email archiving and journaling solutions for your business:

  • Consider the overall cost of acquisition. The total cost should include initial capital, migration and training, and the cost of integration.
  • Consider how long it will take to deploy the new system and have it fully implemented.
  • Consider your business need for support. Check if the solution allows cross operation.
  • Check if the solution offers migration solutions.

By assessing the needs of the business, choosing email archiving and journaling solutions is made more accessible. The scale of use is determined and becomes the deciding factor of whether email archiving through cloud business intelligence from Azure services, on-site solutions, or other third-party solutions is the best decision for data retention and retrieval.

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